Administrative assistant

• Country: Quito, Ecuador
• No of vacancies: N/A
  
• Salary: N/A 
• Organization: WFP
• Gender: Both
• Deadline: 2024-01-15

CONTEXT AND ROLE IN THE ORGANIZATION

The Senior Administration Assistant will be responsible for the execution and maintenance of quality and customer-focused administrative processes for the World Food Program Ecuador Country Office.

The person hired is expected to be able to work with minimal supervision to complete a series of processes and activities that require a certain level of interpretation of guidelines and standard practices and guide colleagues in the same.

The position will serve under the direct supervision of the Senior Administration Associate and the general supervision of the Country Director. In turn, he will be in charge of supervising the drivers (2) of the office in Quito.

RESPONSIBILITIES

1. Check the provision of various services, including facility management, light vehicle fleet management, travel, driver activities, etc., maintaining direct coordination with the supervisor and administration team, in order to ensure that requests are completed in the right time and customers have quality services/products.
2. Collect, process and disseminate information to support the production of standard documents and reports to facilitate decision making and effective resource management. Specifically, you will be responsible for compiling monthly vehicle reports and submitting them within established deadlines.
3. Manage and maintain paper and/or electronic records within your sphere of responsibility, ensuring the integrity of information, and in accordance with established procedures, to ensure quick and easy access to data when necessary.
4. Carry out research and basic data analysis, to contribute to the provision of accurate information and the effective management of resources (vehicles, inventories, among others)
5. Provide input and proposals for ordinary methods and practices in their area of ​​work, in order to contribute to the continuous improvement of the services provided.
6. Provide training and orientation to staff, both new and existing, on routine methods and practices, administrative procedures, processes and use of corporate systems in their management area, in order to ensure consistency and efficiency of services provided to all clients.
7. Label and enter items into inventory so that accurate and timely data entry is performed.
8. Collaborate with your supervisor in the execution of the Annual Physical Count Exercises and in monitoring developments.
9. Prepare Terms of Reference (TDRs) for the contracting of the services required by the Unit.
10. Maintain contact with administrative service providers so that these are timely and efficient and in accordance with the clauses of the signed contracts.
11. Maintain contact with the Administration of the Building where the institution’s offices are located in such a way that the continuity and quality of the services received are guaranteed.
12. Maintain contact with the tenant Construction Company where the institution’s offices are located in such a way as to guarantee compliance with all the clauses of the lease contract.
13. Supervise the office drivers and carry out daily and weekly work planning, guaranteeing the operation of the office and efficient customer service.
14. Support your supervisor in the control of cleaning and security personnel hired through service companies.
15. Carry out WINGS transactions such as: trips, inventories, PRs, SES, PO Zints, ITS, etc., and support in the updating of other organizational systems such as: FMS, Archibus (Green, Premisses) GEMS, ITS. etc
16. Support in meeting the service needs of the Sub-Offices at the national level.
17. Contribute to the planning, contracting and monitoring of physical spaces/offices in the different WFP locations nationwide; coordinating actions with public and private institutions and/or agencies of the UN system.
18. Participate in the implementation of green office initiatives to help reduce the impact of our carbon footprint.
19. Together with your supervisor, participate in activities related to the OMT (Operational Management Team) group and the BOS (Business Operational Strategy) exercise, responding to instructions and guidelines from the United Nations System in coordination with WFP policies.
20. Replace your supervisor when required, assuming her responsibilities to guarantee the proper functioning and productivity of the Unit.
21. Perform any other activity required by the office.

REQUIRED PROFILE

Education

• People who have a university level in Business Administration or similar will be positively valued.

Experience

• At least five years of experience in jobs with progressive responsibility in the administrative, financial or related area.
• Desirable experience in the United Nations system or International Organizations
• Experience managing SAP ERP will be positively valued.

Languages

• Fluency in Spanish (oral and written) or Spanish as a mother tongue
• At least intermediate level of English (oral and written)

Required skills and knowledge

• Proficient use of Microsoft Office tools (Word, Excel, PowerPoint, Outlook and Teams).
• Ability to learn and manage corporate systems
• Attention to detail, in order to effectively verify discrepancies in information; analytical capacity
• Organization and time management, ability to work effectively by deadlines and results
• Excelent communication capacity oral and writen,
• Customer orientation and ability to work in a diverse human group, taking into account feedback when relevant, to continually improve service.

WFP Leadership Framework

Establishes common standards of behavior that guide how we should work together to fulfill our mission and contribute to an optimal culture , incorporating the values ​​of the WFP.

• Lead by example and with integrity: Incorporate WFP values ​​into daily life and show humanity and integrity by modeling caring for others.
  • Respects and demonstrates WFP values, principles and standards
  • Respect others, value diversity using respectful and inclusive language
  • Remains focused and calm under pressure
  • Show humility and a willingness to learn and share knowledge, ask for feedback often and act on it, and take advantage of development opportunities.
• Generates results and meets commitments : Meets commitments and easily adapts to changes
  • Generate maximum impact results: take responsibility for achieving results
  • Ask for guidance and help when necessary
  • Adapts quickly to changes and adjusts work as needed
• Encourages inclusive and collaborative teamwork : Practice inclusion and collaboration , and contribute to a culture of learning and personal growth.
  • Promotes teamwork, sharing ideas and raising issues openly
  • Provide timely and constructive feedback to others
  • Listen carefully to others and share new perspectives
• Applies strategic thinking : Demonstrates commitment to gathering opinions, analyzing options and risks, and proposing new work methods.
  • Embraces the WFP vision and the impact it has on your own position
  • Show curiosity and adopt new working methods when appropriate
  • Collect data and share knowledge to guide team activities
  • Asks questions to understand the impact of decisions on your goals
• Establish and maintain sustainable partnerships : Establish and nurture external partnerships, and collaborate with partners to achieve common goals
  • Behaves professionally with external partners
  • Collaborate with others and work with partners to achieve common goals

APPLY NOW