Administration Associate (Travel Management) - G6 - Kabul

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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, physical or mental disability.

TERMS AND CONDITIONS

Position Title: Administration Associate (Travel Management)

Grade: G6

Contract: Fixed-term - One-year renewable

Duty Station/travel: Kabul, Afghanistan

Pension: USD denominated pension plan

Medical Plan: International valid medical plan valid also for staff, spouse and dependents children under 18 years

Annual leave: 30 working days per annum

WFP Work Environment

WFP is committed to ensuring that all its workplaces are free from abuse, offensive behaviour, harassment, abuse of authority and discrimination. WFP is also committed to promoting a work culture in which every employee understands, and is able to carry out, his/her personal responsibilities for maintaining the dignity of work colleagues. WFP seeks to promote gender equality and the empowerment of women. We believe our mission of fighting global hunger worldwide can only be achieved if women, men, girls and boys are offered equal opportunities in terms of access to resources and services and participation in decision making roles.

Female applicants are especially encouraged to apply.

ABOUT WFP

The United Nations World Food Programme (WFP) is the world's largest humanitarian agency, fighting hunger worldwide. WFP has been working in Afghanistan since 1963. WFP food assistance aims to help the most vulnerable, food-insecure Afghans, including women and children, and families affected by conflict and natural disasters. In the approved Country Strategic Plan (2018-2022), WFP Afghanistan is well placed to provide comprehensive support to the country in achieving Zero Hunger by 2030 via its six closely interrelated outcomes, which range from emergency response to livelihoods creation, as well as nutrition Programmes based on a life-cycle approach, and the strengthening of national food systems.

The United Nations World Food Programme (WFP) is the 2020 Nobel Peace Prize Laureate. We are the world's largest humanitarian organization, saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity for people recovering from conflict, disasters, and the impact of climate change.

ORGANIZATIONAL CONTEXT

This job is located in the Administration Unit of WFP Afghanistan Country Office.

At this level, job holder is expected to demonstrate high technical knowledge on WFP travel management, responsibility and initiative to respond independently to queries with technical guidance. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis. Job holder has a level of expertise and knowledge to adapt and contribute to the development of systems and processes in order to continually improve the level of support provided. Job holder is expected to manage resources and coach and coordinate a team of support staff.

JOB PURPOSE

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 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.
• 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 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 WINGSII Travel module.
• Disseminate and circulate guidance and new updates related to Travel regulation 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, danger pay and medical evacuations are in compliance with WFP rule.
• 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 IPSAS compliance
• Supervise coordination of in country workshops/meetings.
• Draft or prepare correspondence to respond to inquiries in respect to relevant matters.
• Perform other related duties as required by the supervisor.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of University degree in Business/ Public Administration, or other relevant field relating to office management and administration.

Experience:

• At least five years of working experience in UN Agencies within similar job in the relevant field with effective action management to plan, coordinate and prioritize multiple tasks.
• Working experience on writing the analytical reports and presenting the facts with good command of the English Language.
• Fluency (level C) in English language both oral and written.

Desirable experiences:

• Has demonstrated a strong understanding of UN 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.
• Deep 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.

DEADLINE FOR APPLICATIONS

Sunday, 30 January 2022

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All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.