Administrative and Operational Assistant

Description

Job Summary: Perform administrative and operational support activities, contributing to process organization, information control, and logistical support. Key Highlights: 1. Essential administrative and operational support for the Food Bank. 2. Opportunity to work in information management and institutional relationship building. 3. Contribute to internal process compliance and quality. Administrative/Operational Assistant Position Objective Perform administrative and operational support activities for the Food Bank, contributing to process organization, information control, service delivery to partner and beneficiary institutions, document management, and logistical operations support, ensuring compliance with internal procedures and food and nutrition security guidelines. Main Responsibilities 1\. Administrative Support * Organize and maintain up-to-date physical and digital files. * Perform control and management of institutional documents. * Draft official letters, notices, minutes, and administrative reports. * Support procurement processes, material requisitions, and supplier management. * Assist in scheduling agendas, meetings, and institutional events. * Control document receipt, dispatch, and registration. 2\. Registration and Information Management * Register and update records of beneficiary institutions, partners, and donors. * Maintain updated and organized databases. * Consolidate operational information for reporting and accountability purposes. * Support generation of indicators related to Food Bank activities. * Ensure reliability and integrity of administrative and operational records. 3\. Food Bank Operational Support * Support recording of food inflows and outflows in systems and internal controls. * Support documentary control of food receipt, distribution, and movement. * Generate lists, spreadsheets, and operational reports. * Assist in scheduling deliveries and collections, per guidance from the logistics team. * Monitor documentation flow related to operational activities. 4\. Institutional Service and Relationship Management * Provide information on Food Bank procedures, schedules, and activities. * Support accreditation processes, registration updates, and follow-up of served institutions. * Route requests to responsible departments and monitor their resolution. 5\. Administrative and Asset Inventory Control * Control office supplies, cleaning materials, and internal consumables. * Assist in controlling and inventorying fixed assets. * Request material replenishment as needed. * Support equipment and infrastructure maintenance recordkeeping. 6\. Accountability and Monitoring Support * Organize supporting documents for audits and accountability reporting. * Assist in collecting and consolidating data for managerial and institutional reports. * Support tracking of operational goals and indicators. * Collaborate in project and agreement monitoring processes. 7\. Compliance and Quality * Ensure adherence to internal administrative procedures. * Support maintenance and updating of mandatory documents. * Guarantee proper storage and organization of institutional records. * Collaborate in audits, inspections, and institutional evaluation processes. * Contribute to continuous improvement of administrative and operational processes. Desirable Requirements Education * Completed high school education. * Technical or undergraduate studies in Administration, Logistics, Public Management, Business Process Management, or related fields are desirable. Technical Knowledge * Administrative routines. * Document control and archiving. * Report and spreadsheet preparation. * Microsoft Office Suite (Excel, Word, PowerPoint). * Administrative management and inventory control systems. * Basic knowledge of logistics and process management. * Knowledge of food safety and public social assistance policies is desirable. Behavioral Competencies * Organization and planning. * Attention to detail. * Clear and courteous communication. * Proactivity. * Teamwork. * Responsibility and commitment. * Ability to handle multiple tasks. * Interpersonal skills.