Business Support Associate (Travel), Global Support Services, Fixed Term G6, New Delhi

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.

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.

TERMS AND CONDITIONS

This vacancy is open to Indian National only This vacancy is open to internal and external candidates. As per WFP's Recruitment & Selection Policy, the definition of ''internal'' is only applicable to WFP staff members holding a permanent, continuing or FT Appointment Only candidates under serious consideration will be contacted A Written test will be conducted for Screening Candidates. Qualified candidates will be invited for panel interview. Only recommended candidates will be retained on roaster for a period of two years and may be considered for similar positions from roaster

The salary for this position is non-taxable (subject to medical and pension deduction). The incumbent will be entitled to benefits related medical, pension, leave as per WFP policy.

VACANCY DETAILS

Job Title: Business Support Associate (Travel)

Grade: GS-6

Type of Contract: Fixed Term

Duration: 1 Year (Renewable)

Reporting To: Senior Administration Associate (Team Leader), Global Support Services (GSS) Travel Unit

Duty Station: New Delhi

Date of Publication: 06 July 2023

Deadline of Application: 20 July 2023

KEY RESPONSIBILITIES (Not all inclusive)

1. Duty Travel Payments:

• Verify resource requirements to review, modify (where necessary) and post duty travel trip documents and travel expense claims for Headquarters and Liaison offices, to ensure compliance with WFP travel policies and procedures.

• Verify, modify (where necessary) and post Monthly Service Living Sum (MSLS) lumpsum documents to Finance for final payment, for Headquarters and Liaison offices in compliance with WFP policies and procedures for Monthly SLS.

• Responsible to review correspondence & documentation and post travel advances for Headquarters and Liaison Offices to Finance for timely payments, to WFP employees prior to travel.

• Assist and guide the Travel focal points in establishing WFP liability with respect to WFP travel policies ensuring compliance and best business practices, acting as a point of contact for global travel arrangers ensuring travel queries are communicated to clients accurately and appropriately, providing consultative advice, solutions, and recommendations.

• Provide training and guidance to unit staff in interpretation of administrative procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients.

• Respond to complex business support queries to provide excellent customer service with consultative, proactive approach that anticipate the client’s needs.

• Contribute to planning, monitoring, and processing action related to travel payments. To ensure all data is accurately and timely recoded, processed in WFP corporate systems and any operations issued addressed.

• Adapt and update travel processes, supporting the implementation of operating procedures in order to contribute to the continuous improvement of travel services in the area of responsibility

• Coordinate the activities of a team of staff as and when required to ensure individual and team objectives are met in compliance with all relevant regulations, policies and procedures and performance plan.

• Support the production of various data and compile and produce monthly report on the team’s performance and SLA compliance, along with a monitoring report on any outstanding trip documents for duty and entitlement travel.

  Add 3 points

2. In the absence of the Unit Head:

• Provide comprehensive support and guidance to colleagues in the Unit with regards to entitlement travel, including posting, processing trip documents and claims and establishing itineraries for home leave, education, appointment, transfer, repatriation, and medical travel for HQ and country office personnel globally.
• 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 including daily supervision of staff locally.
• Comprehensive understanding of all daily operations: efficiently address queries and concerns distributing duties and ensuring a smooth working of the office

3. Others:

• When necessary, provide back up support to HQ Travel Unit
• Any other duties as and when required

EDUCATION

• Completion of secondary school education. A post-secondary certificate in the related functional area. Bachelor's degree, particularly in the fields of finance, administration, or travel, would be desirable.

EXPERIENCE:

• At least Six or more years of progressively responsible work experience in travel with experience in general administrative work. Proficient in hands-on utilization of software platforms such as SAP including spreadsheet. Has provided ad-hoc guidance to new staff.

OTHER POST REQUIREMENTS AND CAPABILITIES:

• Candidate who can handle emergency situations independently is preferred. Is able to travel to L3 (emergency) locations in WFP as required and can operate effectively in high-pressure environments. Demonstrate the ability to independently manage emergency situations
• Has general understanding of UN system, administrative operating standards, rules, regulations, and procedures in the area of entitlement travel, administration systems and shipments is desirable.
• Demonstrated capability to train new personnel within the area of expertise and deliver training to global offices on work area and software proficiency.
• Ability to obtain or give information of a non-routine nature involving interpretation of facts and requiring clarity of expression.
• Ability to perform detailed work, frequently of a confidential nature and/or to handle a large volume of work systematically, effectively, and accurately.
• Ability to work in a team environment and coordinate assignments to achieve common goals.
• Has the ability to review a variety of data, identify and adjust data discrepancies. Identify and resolve operational problems with substantial independence
• Ability to deal patiently and tactfully with people of different national and cultural backgrounds.
• Strong interpersonal skills, communication skills, and ability to prioritize and organize work while ensuring the quality of work and attention to detail is adhered to.

EXPECTED RESULTS

• The job holder is expected to coordinate and provide high quality, client-focused and value-for-money for all global travel support services. The job holder to demonstrate responsibility and initiative to respond independently to queries with only general guidance. There is a requirement to use judgement in dealing with unforeseen problems on a daily basis and seeking guidance from supervisor, as necessary. He/she has the level of expertise and knowledge to adapt and contribute to the development of systems and process in order to continually improve the level of support provided. He/she is also expected to manage resources and coach and coordinate a team of support staff, as required.

LANGUAGE

• Fluency in both oral and written communication in English and working knowledge of Hindi.

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