THE WORLD FOOD PROGRAM ( PMA ) OF THE UNITED NATIONS

SEARCH TO AGAINST ASSISTANT ADMINISTRATION WITH HEADQUARTERS IN COMAYAGUA

At this level, job holders are expected to take responsibility for completing a range of processes and activities that require some interpretation of the standard, guidelines or practices. Holders of these jobs can recommend a course of action for staff at various levels and can assign tasks to other support staff. Its purpose is to support the effective execution and maintenance of customer-focused quality administrative practices aimed at achieving the best value for money.

Under the direct supervision of the Head of the Sub-Office in Comayagua and technical supervision of the Head of the Finance / Administration Unit, the/the incumbent will fulfill the responsibility of assisting in the administrative processes of WFP, being responsible for:

KEY RESPONSIBILITIES ( among others, as needed ):

•  Check the provision of various services, including the management of light vehicles and facilities, travel, protocol, etc., while retaining related information, to contribute to the creation of a safe and comfortable work environment.
•  Collect and prepare information, and disseminate it, to support the production of standard documents and reports for the unit in question, in order to facilitate decision-making and effective resource management.
•  Manage and maintain paper and electronic records within its sphere of responsibility ( payment files and administrative processes ), in accordance with established procedures, to ensure quick and easy access to data when necessary ( both electronically and hard )
•  Carry out basic research and analysis of data, to contribute to the provision of accurate information and the effective management of resources.
•  To be the first point of contact for internal consultations, in order to facilitate the efficient and effective solution of everyday problems.
•  Provide inputs for routine methods and practices in their own sphere of work, in order to contribute to the continuous improvement of the services provided.

OTHER SPECIFIC REQUIREMENTS OF THE POSITION:

•  Develop purchasing processes less than $ 5K, preparing Terms of Reference for services or products, preparation of comparative tables, budget estimates, creation of Purchase Orders within the corporate system and service certifications, ensuring compliance with WFP official standards.
•  Be the first point of contact in the face of problems related to product service providers, escalate the situation to your supervisor as appropriate.
•  Register supplier invoices in the ITS corporate system making appropriate use of it.
•  Manage national and international travel requests through the corporate WFP system, as well as timely and timely exemption management.
•  Manage control and management of inventories in the area.
•  Responsible for handling petty cash if required.
•  Manage the maintenance of office facilities, ensuring their good operation and compliance with WFP administrative and security regulations.
•  Provide support in administrative aspects in the organization of events and workshops when required.
•  Develop protocol procedures for tax exemptions, waivers, visas, territorial extensions, etc. for both official vehicles or officials as required.
•  Any other functions framed to the administration area, which is assigned by your immediate supervisor.

QUALIFICATIONS AND REQUIRED EXPERIENCE:

Education:

•  Completion of the secondary education cycle. The presentation of a certificate of post-secondary education in Administration or related careers will be valued.

Requested experience: Desirable ( Non-exclusive ):

•  Experience in providing ad hoc guidance to new staff members.
•  Knowledge of WFP administrative policies.
•  Work experience with International Organizations, Embassies or the UN System.

KNOWLEDGE AND SKILLS:

•  Professional, courteous, discreet and prudent treatment
•  Know how to use VHF radio, email, cell phone and other digital applications.
•  At least five years of proven work experience in administrative activities.

Languages:

•  Level C of spoken and written Spanish, English at work level or level B.

POSITION TITLE: Administration Assistant

TYPE OF CONTRACT AND GRADE: Fixed Term Contract – FT G5

CONTRACT DURATION: 1 year

WORK STATION: Comayagua Sub Office, Honduras

APPLICATION CLOSE: September 5, 2023

WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunities for all its employees and encourages qualified candidates to apply.

WFP has zero tolerance for behaviors such as fraud, sexual exploitation and abuse and harassment, abuse of authority and discrimination. All selected candidates are expected to adhere to WFP standards of conduct and will therefore undergo rigorous internal or third-party background checks. Selected candidates must also provide additional information as part of the verification exercise. Misrepresentation of the information provided during the hiring process can lead to disqualification or termination of employment.

WFP will not request payment at any stage of the recruitment process, including the supply stage. Any request for payment must be rejected and informed to the local law enforcement authorities to take the appropriate measures.