Business Support Assistant (Booking) SC4

ABOUT WFP

he United Nations World Food Programme (WFP) is well known for its ability to deliver food assistance rapidly to people in need. To continue responding effectively to challenging contexts while also contributing to longer-term efforts to end hunger, WFP’s Strategic Plan focuses on better understanding of national food and nutrition security challenges and reshaping its engagement through support to national safety nets and social protection systems, to help host governments with their hunger-fighting strategies.

ORGANIZATIONAL CONTEXT

The Business Support Assistant (Booking) reports to the Booking Office Supervisor and/or Chief Air Transport Officer. The incumbent shall be responsible for performing effective and efficient tasks in booking reservations and customer service.

JOB PURPOSE

To deliver standard business support processes for a specific professional area of work, to facilitate effective service delivery.

KEY ACCOUNTABILITIES (not all-inclusive)

Booking and Reservation:

1. Responsible and accountable for preparing passengers manifest, data entry and daily reports of all domestics flights within Afghanistan.
2. Check the seat availability and receive the duly completed booking request form as per UNHAS Booking Procedures/Manual and SAOP.
3. Inform passengers immediately for the booking confirmation after receipt of the required duly completed booking request form via e-mail/phone to the concerned agencies.
4. Prepare/finalize passenger manifest and submit to the Senior Administration Assistant (booking supervisor) for checking.
5. Where seats are available, continue to accept passengers up to either Close of Business (COB) for the day or 3 hours before the scheduled departure of aircraft (whichever later) and close the manifest.
6. Continue to accept re-bookings and approved passengers are at the close of booking each day, ensure that the manifest for each sector of the following day finalized and completed.
7. Ensure the manifests are completed and published before 1400 hours the day before the flights.
8. After the checking and approval, the final manifests have to be distributed to the airport and the concerned field stations before 1500 hours the day before the flight. (Saturdays and Sundays flight manifest to be distributed on Thursdays before 1500 hours).
9. Issue flights tickets before 1500 hours the day before the flights (Saturdays and Sundays tickets to be issued on Thursdays before 1500 hours).
10. Receive/handle all domestic flights booking/cancellation and changes as per UNHAS booking procedures.
11. Inform the airport/field offices if there is any late booking/change and cancellation.
12. Post flight manifests, have to be finalized/corrected and submitted the next day of the flight to the UNHAS finance unit.
13. Answer UNHAS information telephone for the flights and query.
14. Proactively inform passengers/focal points if there is flight delay/cancellation and changes.
15. Provide Customers with information about UNHAS Services, SAOP and Booking procedures.
16. Inform the airport/field offices if there is any late booking/change or cancellation on timely manner.
17. Coordinating extensively with UNHAS related units/section and liaise frequently with internal team members.
18. Loading passengers and focal points telephone numbers for AWCC BULK SMS system.

Customer Service and Coordination:

1. Maintain proper record/file for the cancellation and refunds.
2. Giving briefing to the agencies focal points for the booking procedures with UNHAS
3. Maintaining good communication with the users.
4. Maintain soft copy and hard copy filings of the UNHAS General and Financial Terms and conditions.
5. Updating the list of authorized focal points and signatories whenever required, sharing with concerned colleagues, and keeping the files up to dated
6. Giving briefing to the agencies focal points for the booking procedures with UNHAS
7. Handling the introduction letters of the agencies accordingly.
8. In addition, any other tasks given by immediate supervisor and Chief Management Support when and where deemed necessary.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

A minimum of two (2) years of progressively responsible experience in the field of administrative/clerical services, logistics, accounting, Booking and Customer Services, human resources, or any other related fields. Experience in the United Nations system or other international organization is an advantage.

Good computer skills with extensive experience in database programme, in word processing, spreadsheets, and other software application. Must have demonstrated excellent interpersonal, communications, organizational and service-oriented skills.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. University degree in Business Administration would be an advantage.

Language: Fluency (level C) in English language and in Dari and/or Pashto;

TERMS AND CONDITIONS

Position Title: Business Support Assistant (Booking)

Contract: Service Contract - SC

Duty Station/travel: Kabul UNHAS and with travel inside Afghanistan, if required

Salary: Starting at USD15,712.00 net per annum

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

Annual leave: 24 working days per annum

WFP Work Envirionment

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

DEADLINE FOR APPLICATIONS

Tuesday, 03 November 2020