Administration Associate

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Description

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To coordinate and to manage WFP travel activities with provision of technical advices in line with corporate travel rules and regulation.

KEY ACCOUNTABILITIES (not all-inclusive)

•  Verify resource requirements in the area of responsibility and assist in the identification of new requirements to facilitate efficiency and cost-effectiveness of operations and services. 
• Responsible for the provision of services such as travel and protocol and Administration 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. 
• 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. 
• Contribute to planning, monitoring, and processing administrative actions related to procurement, finance, human resources, etc., including contracts with external vendors to ensure all data is accurately and timely recorded, processed in WFP corporate systems, and any operational issues addressed. 
• Facilitate commercial flight booking in line with the WFP rules and regulations for staff’s duty travel outside and inside the country.
• Supervise the UNHAS flight booking for staff’s official travel in line with the WFP CO established procedures. 
• 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 travel services in order to support the resolution of daily issues. 
• 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 plans. 
• Provide training and guidance to staff in the 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 Regulations 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 of WeTravel.
• Disseminate and circulate guidance and new updates related to Travel regulations to all staff.
• Review all travel documents ensuring they are in line with the approved TAs/LTAs and appropriate documentation is attached.
• Ensure all TECs and Process R&R, advances and medical evacuations comply with WFP rule.
• Review all outstanding commitments (over 30 days) and take appropriate action.
• Review the accuracy of all invoices submitted to WFP by the Travel Agent and take the lead for processing travel agencies’ payments through the finance team.
• Assess and monitor regular travel expenditure of Units and prepare monthly travel reports and TEC tracking sheet including the monthly statistics of all tickets purchased by the Country Office.  
• Update, maintain, and compile Travel statistics in the database.
• Facilitate project closure ensuring all trips are closed in line with closure guidelines and IPSAS compliance.
• Supervise coordination of in-country workshops/meetings.
• Draft or prepare correspondence to respond to inquiries concerning relevant matters. 
• Perform other related duties as required by the supervisor.

STANDARD MINIMUM QUALIFICATIONS

Experience:

• Completion of secondary school education. 
•  Higher education in lieu of work experience
• Relevant, completed university degrees may be considered in lieu of experience with the following conversions: 
• Completed Master’s degree: Equal to 1 year of work experience.
• Completed Bachelor’s degree: Equal to 2 year’s work experience.
• For female applicants, 1 or 2 years’ experience may be granted for partly completed studies prior to 2022. 

Minimum Work Experience:

• At least 6 years of progressive relevant work experience out of which at least 3 years in administration, particularly staff’s travel management.

Desirable Work Experience:

• Has led or supervised mid size teams
• Has demonstrated a sound understanding of administrative operating standards and awareness of international humanitarian development issues through day to day work.
• Has experience in monitoring staffing and resource usage trends and identifying potential issues.
• Has provided ad-hoc guidance to new staff members.

Knowledge and Skills:

• Ability to develop and maintain effective work relationships with different internal and external stakeholders.  

Language: 

• Ability to write and speak in English, and local languages

Source: https://career5.successfactors.eu//career?career_ns=job_listing&company=C0000168410P&navBarLevel=JOB_SEARCH&rcm_site_locale=en_GB&career_job_req_id=832386

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