Business Support Assistant (Travel, Fleet & Vendor Management) SSA 4, Regional Bureau Cairo

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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 or disability.

TERMS AND CONDITIONS

JOB TITLE: Business Support Assistant (Fleet, Travel & Vendor Management) TYPE & LEVEL OF CONTRACT: SSA 4 UNIT/DIVISION: Management Services Unit DUTY STATION (City, Country): Regional Bureau in Cairo (RBC), Cairo, Egypt REPORT TO: Administration Associate DURATION OF CONTRACT: 11 months Note: Egyptian nationals/citizens are eligible to apply. This vacancy will also be used to build a roster of qualified candidates in WFP Regional Bureau Cairo.

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.

WFP’s Regional Bureau for the Middle East and Northern Africa (RBC), based in Cairo, Egypt, provides strategic guidance, policy/technical support and direction to WFP operations and activities in 16 countries including Algeria, Armenia, Egypt, Iran, Iraq, Jordan, Lebanon, Libya, Morocco, Palestine, Syria, Tunisia, Turkey, Ukraine, Yemen and Moldova. These country offices aim to assist roughly one-third of all of WFP’s beneficiaries (approx. 30 million) in some of the most critical humanitarian emergencies of our time. RBC is also active in the ‘Changing Lives’ side of WFP’s mandate, helping national governments and local communities improve nutrition, livelihoods, school feeding, social protection, climate and disaster risk reduction and other programmes that build resilience and support development.

WHY WORK AT WFP

SAVING & CHANGING LIVES ❤ Make a difference, the world will notice. We are driven by our mission to fight world hunger and feed people’s dreams of a brighter future.

GLOBAL COMMUNITY 🌍 Build bridges that unite people across the world. Being part of a global, diverse and multicultural community like WFP, will continuously expose you to new ideas and perspectives. How we deliver our mission in a deep respect for personal and cultural differences and close collaboration between every member of our global team, will certainly enrich your experience and knowledge on so many levels.

UNLIMITED POSSIBILITIES 💡 Unlock possibilities you never thought you'd find. WFP goes anywhere it is needed and does whatever it takes to get the job done.

LIFE-CHANGING EXPERIENCE ⭐ Reach beyond yourself and discover your true potential. WFP offers the kind of life-changing experiences you’re unlikely to find in many other organizations.

Join us to make a difference Watch this video to know more about us!! Link: https://www.youtube.com/watch?v=3mzGbaRAhz8&feature=youtu.be

JOB PURPOSE

To support effective delivery and maintenance of client-focused, value-for-money-oriented quality administrative services in the areas of travel, fleet and vendor management.

KEY ACCOUNTABILITIES (not all-inclusive)

• Act as a Travel Focal Point (TFP) and provide information to Travelers on all matters related to WFP official travel.
• Liaises with the Travel Agent and WFP Protocol Services Section on visa requirements, as required.
• Creates/modifies/completes Trip Documents on Enterprise Resource Planning (WINGS) system for approval.
• Review Daily Subsistence Allowance computations ensuring it matches Travel Authorization data.
• Reviews travel claims and supporting documentation for completeness, accuracy, reasonableness, validity, and conformity with the WFP Travel Manual, and refer any irregularities to management.
• Verify air tickets’ invoices and follow up with the Travel Agent on pending credit notes, refunds, and corrective actions (if any).
• Liaise with Travel Agent ensuring WFP gets the best service and price for all travels.
• Assist in generating quantitative reports for the Travel Section
• Monitor and respond to queries sent to the shared mailboxes pertaining to travel, fleet and vendor management.
• Raise the monthly Subsistence Living Sum on our ERP in a timely and accurate manner.
• Maintain full and updated set of records, trackers, and reports for auditing purposes and to enable informed decision making based on accurate data.
• Acting as Fleet Management System (FMS) Focal Point for the Regional Bureau who ensures data entry and data quality.
• Supervise and guide a team of Drivers while acting as a point of reference for them and support them in carrying out their responsibilities on daily basis.
• Perform other duties as required.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education, preferably supplemented by a university degree in Business/Public Administration, Commerce, Management, or any other related field.

Experience:

• 4 or more years of work experience in general administration work is required.
• Direct experience in travel, fleet, and vendor management is required.
• Experience in providing trainings to different audiences is highly desirable.
• Previous UN experience or international experience is an asset.
• Previous experience with ERP systems is an asset.

Knowledge & Skills:

• Demonstrate subject matter expertise in at least two of the following areas: travel management, fleet management and vendor management.
• Proficiency in MS Office (Word, Excel, and PowerPoint).
• Excellent interpersonal and communication skills.
• Team player and ability to work in a multicultural environment.
• High attention to detail and high level of accuracy.
• Leadership skills and ability to lead and supervise junior staff smoothly and efficiently.
• Highly motivated, committed, and flexible in meeting work exigencies.

Languages: Fluency in both oral and written communication in both Arabic and English is required.

DEADLINE FOR APPLICATIONS

Deadline to apply for this position is Wednesday, 15 March 2023 (11:59 PM Cairo Time).

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WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment

WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.