Business Support Assistant (Travel) Global Support Services, Service Contract, L4, New Delhi
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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 (Travel)
Grade: L4
Type of contract: Service Contract
Duration: 9 months
Reporting to: Senior Administration Associate (Team Leader), GSS Travel Unit
Duty Station: New Delhi, India
Vacancy no : 177972
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.
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. Global Distribution System (Amadeus GDS) expert is a requirement.
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.
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 Services Officer in the GSS-Entitlement 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;
• Establish the most direct route for the outbound and inbound legs of the journey over Travel Global Distribution system. Establish least restrictive fare as per WFP rules and regulations.
• Understand GDS mentioned restrictions related to carrier specific fares, routings. Able to construct point-point fare, retrieve publish fares for the qualifying carriers. Retrieve reservations, IATA fares.
• Search for/extract input, retrieve, compile, assemble, review and archive variety of statistical data from computer;
• Maintain a database on travel and costs including an updated list on staff on travel to assist finance in budgeting for entitlement travel;
• Arrange for the authorization and processing of entitlements in accordance with WFP’s procedures and in coordination with staff, divisions and offices involved;
• 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;
4Ps CORE ORGANISATIONAL CAPABILITIES
Purpose
- Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
- Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
- Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
- Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.
People
- Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
- Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
- Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
- Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.
Performance
- Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
- Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
- Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
- Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.
Partnership
- Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
- Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
- Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
- Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.
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.
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.
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.
