Business Support Assistant (Entitlement Travel) Global Support Services
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WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.
WFP encourages female candidates and people with disabilities to apply.
VACANCY DETAILS
Job Title: Business Support Assistant (Entitlement Travel), Global Support Services
Grade: L4
Type of contract: Service Contract
Duration: 12 months
Reporting to: Senior Administration Associate (Team Leader), GSS Travel Unit
Duty Station: New Delhi, India
Vacancy no : 177841
Date of Publication: 03 November 2022
Deadline of Application: 17 November 2022
TERMS AND CONDITIONS
• This vacancy is open to Indian Nationals only.
• This vacancy is open for internal and external candidates. As per the WFP’s Recruitment & Selection Policy, the definition of “internal” is only applicable to WFP staff members holding a permanent, continuing or FT appointment.
• Only candidates under serious consideration will be contacted.
• A written test will be used for screening candidates.
• Only recommended candidates will be retained on roster for a period of two years and may be considered for similar positions from roster.
• The salary for this position is INR 617,322 per annum, plus medical benefits as per WFP's plan. All tax liability for payments from this contract are to be borne by the subscriber.
JOB PURPOSE
Under the administrative supervision of the Country Director (India) and overall supervision of the Travel Manager, MSDA, WFP HQ and under the direct supervision of the Travel Team Leader in the GSS-Travel Unit in New Delhi office, the incumbent of the position will be responsible to perform the following duties:
KEY ACCOUNTABILITIES (not all-inclusive)
• Make travel arrangements for staff if and when requested; Process and review all Trip Documents and claims related to entitlement travel such as Home leave, Education, Appointment, Transfer, Repatriation and Medical travel for HQ and country office staff worldwide;
• Arrange for the authorization and processing of entitlements in accordance with WFP’s procedures and in coordination with staff, divisions and offices involved;
• Search for/extract input, retrieve, compile, assemble, review and archive variety of statistical data from computer;
• Analyse and interpret pertinent data, identify and resolve data discrepancies, file data from various sources and provide accurate analysis as requested;
• Maintain a database on entitlement travel and costs including an updated list on staff on entitlement travel to assist finance in budgeting for entitlement travel;
• Coordinate extensively with service units and liaise frequently with staff both at the duty station and outside the duty station of assignment;
• Generate reports as required and analyse statistics as necessary;
• Assist in briefing/debriefing staff on issues relating to visas, licenses, insurance, security, documentation procedures, practices and other issues relating to travel;
• Liaise with Travel Agent (s) to ensure that WFP obtains the best services and prices for travel;
• Draft moderately complex correspondence related to the area of responsibility;
• Respond to queries from a variety of sources by providing information, advice and guidance on rules and regulations related to area of work or direct to the most appropriate.
FUNCTIONAL CAPABILITIES
The candidate should have the ability to review a variety of data, identify and adjust data discrepancies. Identify and resolve operational problems with substantial independence. Ability to obtain or give factual information of a non-routine nature involving interpretation of facts and requiring clarity of expression. Ability to perform detailed work, frequently of a confidential nature and/or to handle a large volume of work systematically, effectively and accurately. Ability to work in a team environment and coordinate assignments to achieve common goals. Ability to deal patiently and tactfully with people of different national and cultural backgrounds. Ability to work in stressful conditions.
EXPECTED RESULTS
The candidate should with initiative and judgement produce organized, accurate and well documented records with well analysed data and addresses unforeseen situations seeking advice and guidance from supervisor, as necessary. Proven ability to work in stressful environments will be considered an advantage.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education. First level university degree particularly in Finance, Administration or Travel would be an added advantage.
Experience: Four or more years of progressively responsible work experience in travel with experience in general administrative work.
Knowledge: Training and/or experience utilizing computers, including word processing, spreadsheet and other WFP standard software packages (ERP system). General knowledge of UN system, policies, rules, regulations and procedures in the area of entitlement travel, administration systems and shipments is desirable.
Language: Fluency in both oral and written communication in English and working knowledge of
Hindi
4Ps CORE ORGANISATIONAL CAPABILITIES
Purpose
- Understand and communicate the Strategic Objectives: Builds an understanding of WFP’s Strategic Objectives.
- Be a force for positive change: Approaches individual tasks and responsibilities with a positive attitude and demeanor.
- Make the mission inspiring to our team: Understands the impact of WFP activities in beneficiary communities.
- Make our mission visible in everyday actions: Connects individual tasks and responsibilities to unit’s goals and mission.
People
- Look for ways to strengthen people's skills: Seeks opportunities to build and enhance individual skills.
- Create an inclusive culture: Demonstrates respect and understanding for diversity and cultural differences.
- Be a coach & provide constructive feedback: Identifies and approaches colleagues or supervisors to serve as coaches.
- Create an “I will”/”We will” spirit: Sets clear goals and measurable targets for own tasks and responsibilities.
Performance
- Encourage innovation & creative solutions: Assesses own tasks and responsibilities to find ways to be more efficient.
- Focus on getting results: Maintains accurate records of completion times and tasks in own areas of responsibility.
- Make commitments and make good on commitments: Understands responsibilities and the metrics associated with own tasks.
- Be Decisive: Notifies supervisors of dangerous situations or potential issues that may arise while in the field or office.
Partnership
- Connect and share across WFP units: Understands WFP’s organizational structure, including the purpose and mission of each unit.
- Build strong external partnerships: Supports team in working with colleagues and WFP’s partners in the field toward common goals.
- Be politically agile & adaptable: Maintains a professional and courteous relationship with other WFP employees and partners in the field.
- Be clear about the value WFP brings to partnerships: Understands own team’s contributions in its partnerships with internal and external stakeholders.
HOW TO APPLY
• Interested candidates are invited to apply via (https://www.wfp.org/careers/job-openings). Applications received on WFP Career page will be considered.
• WFP wants to ensure the recruitment process is fully accessible to people with disabilities. For accessibility requirements you may have, please write to us at email: India.hr@wfp.org with Subject line “Accessibility request for people with disabilities – VA No……. ”.
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.
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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.
