Business Support Assistant (Travel & Protocol) G5
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NOTE: WFP DOES NOT SOLICIT FOR FEES OR ANY FORM OF PAYMENT FROM JOB APPLICANTS
WFP is looking for talented people who are committed to joining our efforts to eradicate hunger. It offers unlimited opportunities to grow your professionalism, talent and expertise. Start your journey to be a member of the world-wide effort to eradicate hunger. WFP has a policy of affirmative action for women
ABOUT WFP
United Nations World Food Programme (WFP) 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. In emergencies, WFP gets food to where it is needed, saving the lives of victims of war, civil conflict and natural disasters. After an emergency, WFP uses food to help communities rebuild their lives. On average, WFP reaches more than 80 million people with food assistance in 80 countries each year. The organization has the global footprint, deep field presence and local knowledge and relationships necessary to provide access to food and contribute to lasting solutions, especially in many of the world’s most remote and fragile areas.
Brief description of WFP in Uganda
WFP delivers food assistance in emergencies and work with communities to improve nutrition and build resilience. WFP provides life-saving food assistance and livelihood opportunities to refugees in Uganda. In addition, WFP assists the most vulnerable people in Karamoja with food and nutrition assistance. Finally, WFP works with smallholder farmers and links them to markets.
As Uganda strives to achieve Zero Hunger by 2030 and become a middle-income country by 2040, WFP is also assessing its relevance and repositioning its role in Uganda.
ORGANIZATIONAL CONTEXT
These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). The Management Services (Admin) Unit is looking for a resourceful person to manage various functional areas which include travel,protocol and events, areas that are financially sensitive and require attention to detail to mitigate against any financial loss.
JOB PURPOSE
ARE YOU UP TO THE CHALLENGE?
We are seeking a qualified individual for the position of Business Support Assistant (Travel & Protocol) G5 to be based in Kampala. Selected candidates will be employed on Fixed Term Contract.
KEY ACCOUNTABILITIES (not all-inclusive)
1. Support management of existing resources in the areas of travel, protocol and events management and assist in the identification of new requirements aiming at efficiency, cost effectiveness and timeliness of operations and services rendered to stakeholders.
2. Serve as a focal point for Travel, Protocol, and Events internal inquiries to support the provision of efficient and effective resolution of daily challenges.
3. Ensure that travel-related services are rendered in compliance with the corporate administration policy and guidance.
4. Facilitate to monitor and track the protocol-related matters, such as resident work permits, diplomatic Identity cards, visa requests, motor vehicle registration and deregistration, customs clearance for imports through processing of tax exemptions.
5. Coordination and communication with Ministries, Embassies and Government departments with knowledge of import-export rules and custom clearance regulations.
6. Processing of travel authorizations and review of created trip documents in WeTRavel module in align with corporate travel guidelines and SOPs.
7. Liaise with travel agents to schedule the most direct and affordable flights for staff members travelling within and outside of the country.
8. Collect and process information including dissemination to support the production of standard documents and regular reporting on Travel and Protocol to enable decision making and the effective management of resources.
LEADERSHIP FRAMEWORK
Leads by Example with Integrity
Upholds WFP values, principles, and standards:
Demonstrates and encourages others to uphold the WFP values, principles and standards Respects others and values diversity:
Values diversity using respectful and inclusive language, and encourages others to do the same Stays focused and calm under pressure:
Stays focused and calm when under pressure and encourages others to do the same
Demonstrates humility and a willingness to learn:
Shows humility and a willingness to learn and share knowledge, frequently seeking and acting on feedback, and taking up opportunities to develop
Drives Results and Delivers on Commitments
Delivers results for maximum impact:
Holds self and/or others accountable for the delivery of results Delegates appropriately:
Delivers results against delegated tasks and seeks guidance and support where needed Adapts readily to change:
Responds readily to change adjusting work as needed
Fosters Inclusive and Collaborative Teamwork
Is inclusive and collaborative: Promotes inclusive teamwork and psychological safety by sharing ideas and openly raising issues
Gives timely and constructive feedback:
Supports development for others by giving timely and constructive feedback
Builds and shares new perspectives:
Listens attentively to others to capture, learn, build and share new perspectives
Applies Strategic Thinking
Communicates and fulfils WFP’s vision:
Fulfils WFP’s vision and is able to explain how their objectives support the vision
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
Experience: Five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.
Knowledge & Skills:
• Knowledge of specialised common business practices and methods, gained through relevant technical training and experience.
• Ability to develop and maintain relationships with a range of individuals in order to provide a high quality support service.
• Ability to carry out basic data analysis and independently rectify problems requiring attention.
• Ability to monitor and record financial transactions.
• Good communication skills required to give and receive information and work with a variety of individuals.
• Ability to maintain confidentiality.
Language: General Service (Headquarters): Fluency (level C) in English language.
DEADLINE FOR APPLICATIONS
Friday 30th June 2023
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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.
