Career Opportunities: Administration Assistant - Travel (87965)
Requisition # 87965 – Posted 01/11/2018 – Fixed Term – Africa, Southern – South Africa – Johannesburg
WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.
Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.
The United Nations World Food Programme is the world’s largest humanitarian agency fighting hunger worldwide.The mission of WFP is to end global hunger. 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.
In emergencies, WFP gets food to where it is needed, saving the lives of victims of war, civil conflict and natural disasters. After an emergency, WFP uses food to help communities rebuild their shattered lives. Present in nearly 80 countries, the organization has the global footprint, deep field presence and local knowledge and relationships necessary to provide access to nutritious food and contribute to the lasting solutions, especially in many of the world’s most remote and fragile areas.
We manage an operating budget of approximately $5.9 billion each year, distributing 12.6 billion rations to those most in need. We reach an average of 80 million people with food assistance in around 80 countries each year.
For more on WFP and what we do, please go to http://www.wfp.org/videos/zero-hunger
To coordinate and provide Administrative support in processing and managing routine tasks within the unit.
KEY ACCOUNTABILITIES (not all-inclusive)
Under the direct supervision of the Head of Unit, the Travel Assistant will perform responsible administrative duties in support of the Organization’s travel and insurance programmes; reporting anomalies and discrepancies to supervisor, when applicable. In particular, will:
• Process travel requests in compliance with WFP’s travel regulations.
• Analyse and investigate technical problems, rejections and queries relating to recoveries, payments, rates etc. to verify correctness and alignment of records including adjustments and settlements of outstanding items in corporate systems;
• Investigate and analyse complex cases and draft replies with documented evidence of background transactions;
• Provide guidance and advice on travel rules and procedures to staff;
• Review and reconcile monthly recovery reports for submission to Accounts Receivable, taking corrective action where necessary and validating items for recovery;
• Serve as principal liaison with the Travel Center’s designated travel agent, National and International airlines
• Obtain quotations for air tickets and coordinate travel bookings.
• Ensure that travel policy and procedures are followed respectively
• Process purchase orders for air ticket and payment of daily subsistence allowance (DSA) and dispatch Purchase Orders to travel agent.
• Arrange hotel bookings as per UN security requirement.
• Check invoice from travel agent and certify for payment.
• Reconciliation of accounts to ensure payment of travel invoices is up to date
• Performing other duties as may be assigned by Head of Unit
OTHER SPECIFIC JOB REQUIREMENTS
Extensive knowledge of computerised accounting systems.
Experience/familiarity with the accounts of airlines and/or travel agents.
Ability to interpret and apply the Organization’s rules to transaction processing.
Ability to draft and review correspondence and documentation, ensuring accuracy and consistency with organizational formats and rules.
Initiative in selecting and communicating efficient and effective means to organise the work flow within the office and to complete work assignments.
Ability to interpret and adapt instructions.
Ability to carry out and manage a high number of diverse activities and complex assignments.
Ability to give advice, guidance, appropriate instructions and productive feedback to other staff.
Computer literacy and ability to use word processing and other office technology equipment effectively. Initiative, judgement, courtesy, tact and ability to establish and maintain effective working relationships with people of different national and cultural backgrounds.
STANDARD MINIMUM QUALIFICATIONS
Secondary school education, including or supplemented by commercial and accounting courses (work experience in the accounting or financial field which would result in equivalent competency may be substituted for specialised courses).
English as a language
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
- Five years of experience in accounting work including experience in international travel operations.
- High level of accuracy, attention to detail and thoroughness and passion for quality work
- Ability to work under minimal supervision, be proactive, initiative and with sound judgement
- Flexible approach towards work coupled with enthusiasm, commitment and energy.
- Ability to interact effectively with staff and partners at all levels
- Good organization, planning and effective time management skills
4Ps CORE ORGANISATIONAL CAPABILITIES
- Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
- Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
- Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
- Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.
- Look for ways to strengthen people’s skills: Trains junior teammates on new skills and capabilities.
- Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
- Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
- Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.
- Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
- Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
- Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
- Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.
- Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
- Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
- Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
- Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.
DEADLINE FOR APPLICATIONS
15 November 2018
12 Month fixed term contract, with the option of renewal
Female applicants and qualified applicants from developing countries are especially encouraged to apply
WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.
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.