Administration Assistant (Travel) SC5
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WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance. Female qualified applicants are especially encouraged to apply.
WFP does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, offer, training, or any other fees). Offers of WFP employment or job openings with requests for payment of fees are fraudulent. WFP does not concern itself with information on bank accounts. Any requests for such payment or information should be refused and reported to local law enforcement authorities for appropriate action and to WFP for its information.
ABOUT WFP
The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.
ORGANIZATIONAL CONTEXT
These jobs are found in Country Offices (COs), Regional Bureaus (RBs), and Headquarters (HQ). The Job holders report to a Head of Unit, Chief, Administration Officer, or the designate.
At this level job holders are expected to take responsibility for completion of a range of processes and activities requiring some interpretation of standard guidelines/practices. Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to other support staff.
JOB PURPOSE
As part of the Support Services, the Administration Unit is responsible for provision of a range of services. One of these services is Travel, a key function responsible for the complete management of all official travel of the staff, ensuring that travel solutions are safe, effective and cost-efficient. The incumbent will be assisting WFP employees with travel processing in the Country.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education. A post-secondary certificate in administration/travel is desirable.
Experience: Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day-to-day work. At least 04 years' work experience in an administrative or supporting role. Experience with the UN, WFP, or humanitarian intervention is an advantage.
Knowledge and Skills: Excellent administration (travel) management and communication skills.
Language: Fluency in both oral and written communication in English and Portuguese.
KEY ACCOUNTABILITIES (not all-inclusive)
• Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
• Assist with provision of travel services: Process Trips using the corporate system; request bookings/tickets for all travel, within the country and internationally as per WFP liabilities; and process travel claims
• Process travel/tickets related invoices, ensuring clearance of invoices as per the contract terms.
• Support the production of various data, analyze, compile, and prepare reports in order to contribute to the provision of accurate information for informative decision-making and to support the effective and timely management of WFP resources.
• Manage and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy data access as required;
• Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of the provided services.
• Arrange accommodation for in-coming missions and co-ordinate with the head of drivers for airport pick-ups.
• Performs any other duties when required.
DELIVERABLES AT THE END OF THE CONTRACT
• Travel and accommodation support and guidance provided to all staff, whenever required.
• Ensure correctness and compliance with WFP corporate travel guidelines for All travel processes before submission for approval. Recommend changes or correction when required.
• Book accommodation at hotels cleared by UNDSS considering WFP percentage for accommodation in each location.
• All air tickets purchased as per WFP Travel Standards.
• Travel agencies invoices submitted for payment within 15 days after receipt.
• Timely clearance of Travel Open Items
• Travel monthly reports
WFP LEADERSHIP FRAMEWORK – OUR BEHAVIOUR MATTERS
- Leads by Example with Integrity
Lives WFP values and shows humanity and integrity by role modelling care for others.
- Drives Results and Delivers on Commitments
Delivers on commitments and adapts readily to change.
- Fosters Inclusive and Collaborative Teamwork
Is inclusive and collaborative, and contributes to a culture of learning and personal growth.
- Applies Strategic Thinking
Demonstrates commitment to gather perspectives, analyse options and risks, and propose new ways of doing things.
- Builds and Maintains Sustainable Partnerships
Builds and nurtures external partnerships & collaborates with partners to deliver common objectives.
FUNCTIONAL CAPABILITIES
| Capability Name | Description of the behaviour expected for the proficiency level |
| Business Support Services & Reporting | Exhibits ability to convert business plans into clear actions for team members to support the implementation of the program. Collects and reports data to draw out fact-based insights. |
| Internal Controls & Risk Management | Demonstrates basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability to immediate client’s critical activities. |
| Resource Management | Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients. |
| Specialised Knowledge in Administrative Services | Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services. |
| Customer Focus | Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved. |
TERMS AND CONDITIONS
Type of contract: Service Contract, Level 5
Duty Station: Maputo
Duration: 12 months
This position is open to Mozambican Nationals Only
Female qualified candidates are highly encouraged to apply.
DEADLINE FOR APPLICATIONS
17th November 2022
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WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment
WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.
