FT/GS6 Administration Coordinator – WFP jobs in El Salvador
- Location: El Salvador
- Vacancy No: N/A
- Salary: N/A
- Organization: WFP
- Gender: Both
- Deadline: 2024-02-23
ABOUT WFP:
The United Nations World Food Program (WFP) saves lives in emergencies and changes the lives of millions of people around the world. WFP’s mission is to help achieve the goal of Zero Hunger by the year 2030. In El Salvador, it focuses on vulnerable households through social protection with a broad focus on nutrition, support for small producers in access to markets, increasing resilience to climate change in vulnerable populations and respond to emergencies of slow and rapid development.
ORGANIZATIONAL CONTEXT:
The position is based in the country office of El Salvador, reporting directly to the position of Finance Officer – who serves as the Support Services Area Officer.
At this level, the owners must show signs of responsibility and a spirit of initiative to respond autonomously to complex queries with only general guidelines available. They are required to use good judgment in the face of unforeseen problems that may arise on a daily basis. Incumbents must have a degree of specialization and knowledge that allows them to adapt and contribute to developing systems and processes in order to continually improve the level of support provided. Incumbents must manage resources and instruct and coordinate a team of support officials.
PURPOSE OF THE POSITION:
Coordinate and provide high quality administrative services, with excellent ability to relate interpersonally with tact, respect and cordiality, focusing on internal customer service and with suppliers to achieve the best quality-price ratio.
The holder of this position will be the representative of the administrative processes of the WFP office in El Salvador, and will supervise the actions of the transportation, maintenance and cleaning, reception, and stationary security teams, as well as all the disciplines requested. for administrative work. The owner must have the capacity to execute the planned expenses in the authorized administrative budget, prepare and present statistical reports on supply consumption and be responsible for the management and registration of inventories, prioritizing and planning in a timely manner.
You must be comprehensively prepared with a solid humanistic, scientific and technological training, with a multidisciplinary vision of the administrative process, that is, ability in the field of planning, organization, direction and control, specialist in coordinating human efforts and materials to achieve organizational objectives.
The candidate must always maintain a sense of teamwork in their activities, being a strategic partner of the administrative disciplines, always seeking efficiency and standardization.
MAIN RESPONSIBILITIES:
- Verify the resource needs for the administrative tasks under your responsibility (such as WFP facilities, assets, fleet of light vehicles, policy compliance, maintenance management, fuel, staff travel, etc.) and help determine the new needs to facilitate efficiency and cost-effectiveness of operations and services.
- Responsible for the provision of various services, such as those related to facilities management, travel administration, protocol or light vehicle management, among others, reporting any discrepancies to the supervisor to ensure that services are provided correctly. in a consistent and timely manner, to ensure a safe and comfortable working environment for WFP staff.
- Help produce various types of data and compile and prepare reports to contribute to the provision of accurate information for informed decision-making and support the effective and timely management of WFP resources, under an objective analysis perspective.
- Contribute to the planning, monitoring and processing of administrative measures related to procurement, finance, human resources, etc., including contracts with external suppliers, to ensure that all data is recorded accurately and and that all operational issues are resolved, ensuring technical compliance and contractual compliance.
5.Keep administrative processes updated, supporting the implementation of operational procedures, in order to contribute to the continuous improvement of administrative services in its own sphere of responsibility, thus achieving full compliance with the policies and guidelines required by PMA.
6.Respond to a series of queries related to the provision of administrative services in order to contribute to solving daily problems, being a transversal companion (active partnering) with the areas.
7.Coordinate the activities of a team of staff members working in the same area, to ensure that individual and collective objectives are met in accordance with all relevant provisions, policies and procedures, and the professional performance plan.
8.Provide training and guidance to staff in the interpretation of administrative procedures, policies and processes, and in the use of institutional systems to ensure consistency and efficiency of services provided to all clients.
- Responsible for the proper maintenance, registration and safeguarding of the organization’s assets under the regulations established by PMA.
- Coordinate peripheral teams that collaborate with administrative work such as those in charge of maintenance, gardening and cleaning.
FUNCTIONAL CAPABILITIES:
| Specific capacity | Description of expected behavior for the level of competition |
| Operational support and reporting services | Demonstrates strong ability to determine country-level needs and develop customer-focused solutions and action plans. Communicate data-driven conclusions in a highly impactful way tailored to the target audience. |
| Internal controls and risk management | Uses your understanding of risk management approaches and internal controls to closely monitor projects and programs to confirm regulatory compliance and ensure data integrity and customer satisfaction. |
| Resource management | Monitors trends in staffing and resource usage to anticipate and escalate potentially problematic issues to program management and key clients. The candidate relates material, economic and financial resources in his management. |
| Expertise in administrative services | Demonstrates general or specialized knowledge of best administrative practices, techniques and processes, and a good understanding of WFP standards, processes and infrastructure in his or her area of responsibility, and applies these to ensure the delivery of efficient administration services and effective. |
| Priority customer service | It is responsible for monitoring and supervising administrative work, comparing it with the standards and protocols established to provide excellent services. Ensures that client problems are detected and resolved, taking significant and priority importance. |
| Analysis Capacity | The approaches and inputs for decision-making come from an objective verification of documents, figures and variables, proposing a position based on them and supported assumptions, real, rational and in accordance with policies; knowing how to identify variations, critical paths and trends for said decision making. |
| Strategic thinking | Management must always be accompanied by solutions that are focused on contributing to the organization’s global strategy in policies and approach, that is, the solutions should not be isolated or developed based on foundations not indexed to the strategy. |
| Assertive communication | The management of the tasks in charge must be constantly communicated in a timely manner to reinforce the processes and take appropriate actions in each case. |
| Planification and organization. | All management must start from the root of planning to ensure sustainability. |
EXPERIENCE TO PERFORM THIS ROLE:
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- A minimum of 6 years of experience in administrative functions
- He has demonstrated a solid understanding of administrative operating rules and knowledge of international humanitarian and development issues through his daily work.
- Has provided ad hoc orientation to new staff members.
- Experience in supervising personnel (more than 10 people)
- Control of recurring administrative processes (such as contracts with suppliers, basic services, office maintenance, etc.)
- Fixed asset inventory
- Strong knowledge of MS Office, especially Excel
- Knowledge of property maintenance.
- Knowledge of property management.
- Knowledge of vehicle fleet management.
DESIRABLE KNOWLEDGE : Use of SAP, Tableau, Power BI.
MINIMUM STANDARD ACADEMIC QUALIFICATIONS:
Education: With a minimum of fifth year in one of the following majors: Business Administration/Public Administration, Engineering or other relevant field related to office management and administration.
Languages: Minimum knowledge of the English language at an intermediate level.
Required skills: Orientation to efficiency, customer service, strategic thinking, assertive communication, ability to plan and organize, capacity for analysis, Teamwork, Effective Communication, Management of Information and Communication Technologies, essential advanced handling in EXCEL. The following skills will be valued: Previous experiences with ERPs, Knowledge of maintenance principles, Knowledge of property management, planning, analysis and communication skills.
The World Food Program encourages the candidacy of women for this vacancy.
To improve the accessibility and inclusivity of selection processes, we encourage individuals who require disability-related accommodations or other accessibility assistance to contact us. Please email your requests to global.inclusion@wfp.org. Upon receipt of your email, the Diversity, Equity and Inclusion (DEI) team will contact you to confidentially discuss your needs and provide support. WFP is committed to providing a recruiting experience that respects and responds to the unique needs of each candidate.
Last date to make your application: February 22, 2024
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