Administrative Assistant - Travel and Fleet G4, RBC

Description

TERMS AND CONDITIONS
* JOB TITLE: Administrative Assistant - Travel and Fleet
* TYPE AND LEVEL OF CONTRACT: G4
* UNIT/DIVISION: Management Services Unit
* DUTY STATION (City, Country): Cairo/Egypt
* REPORT TO (Job title) : Administration Associate
* DURATION: ‎12 months renewable
* Linked to Systems/ FP: WINGS, WeTravel, FMS, UN Booking Hub, WSS, ITS and any other WFP corporate platforms as they evolve.
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.
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 nor exhaustive):
* Act as a Travel Focal Point (TFP) and provide information to Travelers on all matters related to WFP official travel.
* Liaise with the Travel Agent and WFP Protocol Services Section on visa requirements, as required.
* Creates/modifies/completes Trip Documents on WINGS II or WeTravel for approval.
* Review DSA computations ensuring they match TA data.
* Review 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 ticket 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 and GSMT pertaining to travel and fleet.
* Raise the monthly MSLS on WeTravel in a timely and accurate manner.
* Maintain a full and updated set of records, trackers, and reports for auditing purposes and to enable informed decision-making based on accurate data.
* Support the Fleet Manager in the distribution of Drivers' daily errands and maintain an updated tracker.
* Monitor Drivers' overtime and verify the monthly overtime sheets under the overall supervision of the Fleet Manager.
* Perform other duties as required.
STANDARD MINIMUM QUALIFICATIONS
Education:
* Holder of a bachelor's 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 management and/or fleet management.
* Previous UN experience or int'l experience is an asset.
* Previous experience with ERP systems is an asset.
Knowledge & Skills:
* Demonstrate subject matter expertise in at least one of the following areas: travel management and fleet 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.
* Highly motivated, committed, and flexible in meeting work exigencies.
Languages:
* Fluency in both oral and written communication in both Arabic and English is required.
WFP Leadership Framework: Common Standards of Behaviour
Leads by Example with Integrity
Upholds WFP values, principles, and Standards

Demonstrates the WFP values, Principles and Standards

Respect Others and value diversity

Values diversity using respectful and inclusive language

Stays Focused and calm under pressure

Stays focused and calm when under pressure

Demonstrates humility and a willingness to learn

Shows humility and a willingness to learn and share knowledge, seeking and
acting feedback, and taking up opportunities to develop

Drives Results and Delivers on commitments
Delivers results for maximum impact

is accountable for the delivery of results

Delegates appropriately
Seeks guidance and support where needed

Adapts readily to change

Adapts readily to change and adjusting work as needed

Fosters inclusive and collaborative
is inclusive and collaborative

Promotes teamwork by sharing ideas and openly raising issues

Gives timely and constructive feedback

Gives timely and constructive feedback to others

Builds and shares new perspectives

Listens attentively to others and shares view

Applies Strategic thinking
Communicates and fulfils WFP's vision

Embraces WFP's vision

Embraces curiosity and new ways of doing things

Shows curiosity and implements new ways of doing things when relevant

Analyses and evaluates data

Gathers data and shares knowledge to inform team activities

Considers the impact of decisions

Asks questions to understand the impact of decisions for their objectives

Builds and Maintain sustainable partnership
Builds Partnerships

Acts Professionally with external partners

Collaborates to deliver common objectives

work together with partners to deliver common goals

ORGANIZATIONAL CONTEXT
These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and
Headquarters (HQ). Job holders may either perform administrative support
functions in the front office and report to the Business Support Associate, or
provide administrative support to team(s) with the reporting line to the
relevant Head of Unit, Chief, or the designate. In cases where these positions
support a specific business stream, the reporting line may be to the relevant
Head of Unit, Chief, or the designate.
At this level, work is carried out under minimal supervision. Job holders are
expected to produce organised and accurate work, undertaking specific business
support activities. They may offer guidance on standard practices to more
junior staff in their area of work.
DEADLINE FOR APPLICATIONS
The deadline for application will be the 11th of October at ‎11:59 p.m.
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, color, national origin, ethnic or
social background, genetic information, gender, gender identity and/or
expression, sexual orientation, religion or belief, HIV status or disability.
Qualified Female candidates and Individuals with disabilities are especially
encouraged to apply.
WFP is committed to an accessible, inclusive recruitment process. Please
contact us at [email protected] to advise us of any disability-related
reasonable accommodation or accessibility requests you may have. A member of
the reasonable accommodation team will contact you to confidentially discuss
your needs. This email is only to be used for any disability-related
accessibility requirements, and not for sending the application itself. Due to
the volume of applications, any applications or CVs sent through this email
address will not be considered as a formal application and will not receive a
reply from WFP.
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.
Share
Facebook
Linkedin
Twitter