Administrative Support Assistant SC3

Overview
Performs administrative support tasks to ensure efficient operation.

You have:

Completion of the secondary education cycle.
Desirable completion of a higher technical education level in administration.
At least three years of experience performing general administrative tasks.
Ability to use standard office equipment, such as photocopiers and scanners.
Knowledge of standardized operational support tasks and methods.
Knowledge of standard office software packages, such as Microsoft Office, preferably SAP.
Tact and courtesy when exchanging information with a wide variety of people.
Great attention to detail to find discrepancies in the data.
Ability to work within deadlines and follow clear instructions.
Proficiency in the Spanish language.

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Details
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The WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Staff selection is on a competitive basis, and we are committed to promoting diversity and gender balance.

ABOUT WFP
The World Food Programme (WFP) is the leading humanitarian organization that saves and transforms lives by providing food assistance in emergencies and working with communities to improve nutrition and build resilience, assisting 97 million people in 88 countries each year. In Venezuela, WFP offers a range of activities including school feeding programs, livelihood initiatives, climate emergency preparedness and response, and capacity building for national actors.

ORGANIZATIONAL CONTEXT
These positions must be filled in country offices, regional offices, and Headquarters. Incumbents provide administrative support to one or more teams and/or support a specific operational area, and report to the relevant Assistant. At this level, work is carried out with minimal supervision. Incumbents are expected to perform well-organized and accurate work.

PURPOSE OF THE POSITION
Carry out a variety of routine operational support tasks, ensuring that staff receive effective support.

RESPONSIBILITIES
1. Collect, organize, and distribute correspondence, reports, and other materials to meet staff needs within established deadlines. 2. Respond to routine inquiries or forward them, when appropriate, to higher authorities to provide timely and attentive service to clients. 3. Proofread written documents, such as reports and standard correspondence, to contribute to the accuracy of written information prepared by staff. 4. Carry out, when required, a range of routine operational support activities to contribute to the efficient functioning of institutional operations. 5. Make travel arrangements and assist in organizing events, among other tasks, to help staff work effectively. 6. Assist in maintaining office files, documents, and records, in accordance with established systems and procedures, to ensure that information is up-to-date and readily accessible to staff. 7. Perform standard data entry tasks in accordance with defined systems to ensure that information is organized and easily accessible to the operational team.

OTHER JOB REQUIREMENTS
In the reception area: a. Serve as the first point of contact for internal inquiries, facilitating the efficient and effective resolution of daily issues. Coordinate the external cleaning service team and the inventory of materials for the area. b. Greet visitors to the office and direct them to the appropriate person or personally answer inquiries when possible. c. Maintain a log of visitors entering the offices (no visitor may enter the office without a responsible person accompanying them). d. Manage communication with building management regarding all administrative and access matters. e. Manage meeting room requests in the system for both internal staff and staff from other UN agencies. For external requests, generate quotes, request invoices, and follow up on payments. f. Perform other related administrative tasks as needed.

THE FOUR FUNDAMENTAL ORGANIZATIONAL CAPABILITIES
Purpose

Understanding and communicating strategic objectives.
To be an engine of positive change.
Make the WFP’s mission a source of inspiration for your team.
To make the WFP’s mission visible in everyday work.
People

Find ways to strengthen individual skills.
Create a culture of inclusion.
Provide personalized guidance and facilitate constructive feedback.
To create and foster a willing spirit.
Performance

Encourage innovation and creative solutions.
Focus on achieving results.
Make commitments and keep them.
Be decisive.
Associations

Connect and make the WFP’s departments work together.
Establish strong partnerships with external stakeholders.
Demonstrate flexibility and adaptability at the political level.
Clearly explain the value that the WFP brings to associations.
MINIMUM QUALIFICATIONS REQUIRED
Education: Completion of secondary education. A higher technical degree in administration is desirable. Experience: At least three years of experience performing general administrative tasks. Knowledge and skills:

Ability to use standard office equipment, such as photocopiers and scanners.
Knowledge of standardized operational support tasks and methods.
Knowledge of standard office software packages, such as Microsoft Office, and preferably SAP.
Tact and courtesy when exchanging information with a wide variety of people.
Great attention to detail to find discrepancies in the data
Ability to work within deadlines and follow clear instructions
Languages: Fluency in Spanish.

TERMS AND CONDITIONS
TITLE: Administrative Support Assistant

CONTRACT TYPE: Service Contract – SC3

UNIT/DIVISION: Administration

SERVICE STATION (City, Country): Caracas, Venezuela

DURATION: 12 months.

Only qualified, pre-selected candidates will receive a notification.

This vacancy is available only to citizens and/or residents of the Bolivarian Republic of Venezuela with a permanent work permit.

APPLICATION DEADLINE
The deadline to apply is June 28, 2024.

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Women, as well as qualified individuals from minority groups—Indigenous people, people of African descent, people with disabilities, and transgender people—are especially encouraged to apply for this position. The WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status. Furthermore, it is committed to achieving diversity in the workplace in terms of gender, nationality, and culture.

To improve the accessibility and inclusivity of the World Food Programme’s (WFP) recruitment processes, we encourage individuals who require disability-related accommodations or other accessibility assistance to contact us. Please send your requests by email to [email protected] . Upon receiving your email, the Diversity, Equity and Inclusion (DEI) team will contact you to discuss your needs confidentially and provide support. WFP is committed to providing a recruitment experience that respects and responds to the unique needs of every candidate.

No type of contract will be offered to members of the United Nations Advisory Committee on Administrative and Budgetary Affairs (ACAB), the International Civil Service Commission (ICAC), the FAO Finance Committee, the WFP External Auditor, the WFP Audit Committee, the Joint Inspection Unit (JIU), or other similar bodies within the United Nations system with supervisory responsibilities over the WFP, either during their service or within three years after their termination.
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