UN World Food Programme Administration Associate (Travel) Jobs in Ethiopia
UN World Food Programme Administration Associate (Travel) Jobs in Ethiopia
About WFP Assisting 91.4 million people in around 83 countries each year, the World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies and working with communities to improve nutrition and build resilience.
On any given day, WFP has 5,000 trucks, 20 ships, and 92 planes on the move, delivering food and other assistance to those in most need. Every year, we distribute more than 15 billion rations at an estimated average cost per ration of US$ 0.31. These numbers lie at the roots of WFP’s unparalleled reputation as an emergency responder, one that gets the job done quickly at scale in the most difficult environments. WFP’s efforts focus on emergency assistance, relief and rehabilitation, development aid, and special operations.
WFP Ethiopia is working with the government and other humanitarian partners to strengthen the resilience of Ethiopia’s most vulnerable population and to chart a more prosperous and sustainable future for the next generation. The Country Office also supports programmes that use food assistance to empower women, transform areas affected by climate change, and keep children in school.
Organizational Context
This job is found in Addis Ababa, Country Offices. The job holders typically report to an Admin Officer or the designate.
The incumbent under the direct supervision of the Administrative Officer will be responsible for the accountabilities identified hereunder.
Job Purpose
To coordinate and to manage WFP travel activities with the provision of technical advice in line with corporate travel rules and regulations.
Key Accountabilities
Verify resource requirements in the area of responsibility (WFP facilities, assets, light vehicle fleet, etc.), and assist in the identification of new requirements to facilitate efficiency and cost-effectiveness of operations and services.
Support the production of various data and 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.
Adapt and update administrative processes, supporting the implementation of operating procedures, in order to contribute to the continuous improvement of administration services in the area of responsibility.
Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues. Review all travel documents ensuring they are in line with the approved Travel Authorizations (TAs)/Long Term Agreements (LTAs) and appropriate documentation is attached.;
Coordinate the activities of a team of staff working in the area, to ensure individual and team objectives are met in compliance with all relevant regulations, policies, and procedures, and performance plan.
Provide training and guidance to staff in interpretation of administrative procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients.
Ensure WFP’s administrative Travel Rules and Regulation are fully and properly accounted for and that internal control systems are adequate and functioning.
Oversees the travel unit ensuring efficient and timely delivery of services to staff with professional knowledge on WFP Information Network and Global Systems (WINGS)II Travel module.
Disseminate and circulate guidance and new updates related to Travel regulation to all staff.
Review all outstanding commitments (over 30 days) and take appropriate action
Review accuracy of all invoices submitted to WFP by the Travel Agent.
Assess and monitor regularly travel expenditure of Units and prepare monthly travel report and TEC tracking sheet including the monthly statistics of all tickets purchased by the Country Office.
Update, maintain and compile of Travel statistics in database.
Facilitate with project closure ensuring all trips are closed in line with closure guidelines and International Public Sector Accounting Standards (IPSAS) compliance
Supervise coordination of in country workshops/meetings.
Coordinate shipment of personal effects and provide efficient and timely service
Perform other duties as required.
Standard Minimum Qualifications
Education: Bachelor’s degree in Business Administration/Public Administration, Engineering, or other relevant field relating to Administration. A
Master’s degree or higher in a related field is an added advantage.
Experience: Six or more years of progressively responsible support work experience, including at least three years in administration or another related field. Working experience in writing and presenting analytical reports. Include at least three years of working experience in a field related to travel management and effective action management to plan, coordinate and prioritize multiple tasks.
Knowledge & Skills:
Knowledge of specialised Administrative work practices and methods, gained through relevant technical training and experience.
Good communication skills and good understanding of Admin principles and their application.
Ability to build relationships with a variety of individuals across functions and outside WFP in order to effectively contribute to the functioning of the unit.
Experience in supervising and co-ordinating tasks of subordinates to be able to train and supervise junior staff members within the functional unit.
Ability to work with minimum supervision and use initiative to perform administrative tasks within broad WFP guidelines and standards.
Language: Fluency in both oral and written communication in English and Amharic. Knowledge of other local languages is an added advantage.
Desired Experiences for Entry Into the Role
Has demonstrated a sound understanding of WFP administrative operating standards related to the travel management.
Comprehensive understanding and excellent working knowledge and working experience with WINGS II and MS Office (Word, Excel, PowerPoint and Outlook). Especially strong ability to work with Microsoft Excel and Access (Relational Database Management System) are required.
A good knowledge and working experience by performing the administrative duties related to the travel management.
Has provided coaching or training to new staff members within area of expertise.
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
For more information and job application details, see; UN World Food Programme Administration Associate (Travel) Jobs in Ethiopia
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