UN World Food Programme Administration Associate (Travel)Jobs in Nigeria
UN World Food Programme Administration Associate (Travel)Jobs in Nigeria
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.
Standard Minimum Qualifications
Education: Completion of secondary school education. A post-secondary certificate in the related functional area.
Language: General Service (Headquarters): Fluency (level C) in English language. Fluency (level C) or intermediate knowledge (level B) of another official language may be required depending on the location of the post or area of responsibility. General Service (Field): Fluency in both oral and written communication in the UN language in use at the duty station and in the duty station’s language, if different.
The skills required for success in this position include:
• Excellent teamwork and interpersonal skills
• Ability to independently apply knowledge of travel rules, procedures, and policies
• Able to work collaboratively with others
• Good planning and organizing skills
• Very good written and verbal communication skills
• Keen attention to details
• Customer service mindset
Organizational Context
This position, under the direct supervision of the National Administration Officer in the Country Office and the overall guidance of the Head of Administration, will provide travel support services to all staff in WFP Nigeria. The incumbent is expected to deliver results with minimal hands-on day to day supervision and to exercise some degree of independence of action as guided by WFP policy and guidelines; effectively communicate with various levels of staff within WFP Nigeria and other locations including HQ, Regional Office staff, and external vendors to ensure the provision of premium Travel Services for WFP Operations.
Job Purpose
The incumbent is expected to train staff on the use of the travel platform and provide guidance for various related activities including MSLS, TEC, and DSA; S/he will maintain extensive contact with WFP Nigeria travelers and travel vendors in travel processes and contribute to the resolution of any problems that may arise; act as the coordinating function of the travel team country wide which includes being the focal person for the reconciliation of invoices with all travel vendors engaged by WFP before payment, and provide up to date information to all staff on available travel services.
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.
Responsible for provision of services such as facilities management, travel, protocol and light vehicle management related, etc., reporting any discrepancies to the supervisor for consistent and timely delivery of services, to ensure the provision of a safe and comfortable working environment for WFP staff.
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.
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.
4Ps Core Organisational Capabilities
Purpose
Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.
Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.
Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.
Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.
People
Look for ways to strengthen people's skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues and direct reports.
Create an inclusive culture: Facilitates team building activities to build rapport in own unit.
Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.
Create an “I
will”/”We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.
Performance
Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.
Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.
Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.
Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.
Partnership
Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.
Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.
Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.
Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfill the needs of internal and external partners.
Other Specific Job Requirements
• Liaise with travel agents to make flight reservations and bookings for staff members travelling locally and internationally, on the most direct and least costly flights.
• Manage and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy access as required.
• Be a first point of contact for internal queries on travel, to facilitate the provision of efficient and effective resolution of daily issues.
• Process travel requests, calculate and process DSA payable for local and international duty travel of WFP staff and partners
• Liaise with relevant travel agencies to ensure that the organization obtains the best service and price for all official travels.
• Responsible for collecting invoices related to travel management services, filing documents for processing, and carrying out reconciliation - verify invoices for payment from travel agents against trip documents for actual services rendered and follow up with Finance unit to ensure timely payment.
• Participate in the onboarding of new staff and keep staff members informed on issues relating to related travel such as security clearance, and documentation procedures.
• Contribute to the preparation of Admin quarterly expenditure plan on travel costs and maintain travel plan and budget related records.
• Perform other related duties as required.
Desired Experiences for Entry Into the Role
• Has demonstrated a sound understanding of general administrative operating standards and awareness of international humanitarian development issues through day-to-day work.
• Has provided ad-hoc guidance to new staff members.
• Proficient in the use of office equipment, web-based applications and computer software packages, such as Microsoft Word, Excel, etc.
• Excellent drafting ability and communication skills, both oral and written; ability to communicate complex concepts orally; ability to prepare written reports that are clear, concise and meaningful.
• Ability to handle a large volume of work quickly and accurately under time constraints;
• Knowledge of Travel Standard, rules, regulations and procedures.
How to Apply
For more information and job application details, see; UN World Food Programme Administration Associate (Travel)Jobs in Nigeria
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