Recrutement de 01 Administration Associate Travel Management

Recrutement de 01 Administration Associate Travel Management
Niveau d'études: Non précisé
Expérience: 6 ans
Expire le: 11-12-2023

World Food Programme
Mogadishu, Somalie
Opportunités de carrière : Administration Associate Travel Management G6 Mogadishu (830187)

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.

POSTING DATE
Opening date: 04th December 2023

Closing date: 11th December 2023

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.

KEY ACCOUNTABILITIES (not all-inclusive)
• Process Trips promptly in WeTravel as the Travel Focal Point for Country Office and make appropriate follow-ups with relevant Units and/or Managers to ensure prior approval and prompt payment of relevant travel expenses.
• Advise all travellers on requisite travel requirements, including visas, vaccinations, security clearances, etc, and disseminate travel advisories issued by airlines and/or any relevant travel information gathered to all travellers in a timely and efficient manner.
• Follow up with travellers on Travel Expense Claims (TEC) after travel has been undertaken to ensure that all TECs are closed within 2 weeks of travel.
• Make Air tickets bookings/reservations for international travels through contracted travel agencies in full compliance with WFP corporate travel procedures, ensuring only the travel agent providing the most competitive rates are selected to issue air tickets.
• Follow up on air ticket reservations to facilitate timely ticket issuance/confirmation/reconfirmation, cancellations, extensions, upgrades, etc to ensure WFP receives value for money and that no expenses are incurred by way of penalties or default.
• Process promptly in WINGS/WeTravel all invoices pertaining to air-tickets and verify all invoices for correctness prior to financial processing; ensure any outstanding invoices are followed up to ensure prompt settlement.
• Generate periodic WINGS/WeTravel reports on outstanding Trips and make follow ups with relevant travellers and/or Business Support Assistants for clearance/settlement.
• Liaise with Headquarters (HQ) for any TAs/TECs originating from HQ.
• Prepare and update a briefing kit for visiting/newly arrived WFP staff members.
• Perform Any related duties assigned by supervisor(s) performed accordingly.

MINIMUM QUALIFICATIONS
Education: Advanced Diploma in Business Management, Business Administration or another relevant field. Bachelor’s degree in relatable area is desirable.

Experience: At least six (6) years progressive experience in Administration role with Relevant experience in travel related functions, preferably within an international organization, embassy or UN system

Language: Fluency in oral and written communication in English and Somali.

FUNCTIONAL CAPABILITIES
Capability Name Description of the behaviour expected for the proficiency level
Business Support Services & Reporting Applies strong ability to identify country level requirements and develop customer focused solutions and action plans. Communicates data-based findings in a highly impactful way that is tailored to the audience.
Internal Controls & Risk Management Utilises understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance, ensure data integrity and ensure client satisfaction.
Resource Management Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients.
Specialised Knowledge in Administrative Services Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services.
Customer Focus Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved.

OTHER SPECIFIC JOB REQUIREMENTS
Proficiency in processing and coordinating trips, ensuring timely approval, and the prompt payment of relevant travel expenses.
Ability to provide advice and guidance to travellers on requisite travel requirements, such as visas, vaccinations, security clearances, and other travel-related information.
Strong communication skills to interact with travellers, travel agencies, and internal stakeholders to ensure smooth travel operations.
Competency in making air ticket bookings and reservations for international travels through contracted travel agencies,

TERMS AND CONDITIONS
1 year (initial)contract

WFP does not charge any application fees to candidates.

DEADLINE FOR APPLICATIONS
Closing date: 11th December 2023

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.