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Administration Assistant (Travel) G5

Dhaka

  • Organization: WFP - World Food Programme
  • Location: Dhaka
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed

 

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.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in the related functional area.

Language: Fluency in both oral and written communication in English and Bangla.

Experience: At least five years of administrative, travel and/or fleet management experience.

ORGANIZATIONAL CONTEXT

At this level job holders are expected to take responsibility for completion of a range of processes and activities requiring some interpretation of standard guidelines/practices. Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to other support staff.

JOB PURPOSE

To support effective delivery and maintenance of client-focused, value-for-money oriented quality administrative practices. 

KEY ACCOUNTABILITIES (not all-inclusive)

  1. Extract and input data from various sources in administration, human resources, procurement and other WFP corporate systems;
  2. Extract, input, review for accuracy and file data from various sources;
  3. Maintain a selected number of administrative control records, such as for commitments and expenditures, travel, insurance, procurement and other;
  4. Initiate and process administrative actions such as those found in human resources, travel, procurement, disbursement;
  5. Monitor status of expenditures and allotments through WFP corporate systems, record variations, update budget tables and consolidate data;
  6. Review supporting documentation, verify claims for action and conformance with administrative rules and regulations and liaise with other offices as appropriate;
  7. Make computations, calculations and estimates and prepare various reports or periodic reports, including tables, charts, and statistics by providing basic analysis as requested;
  8. Respond to queries from a variety of sources by providing information, advice and guidance on rules and regulations related to area of work or direct to the most appropriate source;
  9. Draft routine correspondence related to the area of responsibility;
  10. Design and update charts and tables utilizing graphic tools, design hard copy and computer resident forms; initiate, update and track computer assisted processing of administrative actions;
  11. Assist with day-to-day administration of contracts with external contractors; check contractors’ invoices against the goods and services provided and process payments;
  12. Search for, retrieve, compile, assemble and archive a variety of statistical data from computer files, records, reports or from other sources for internal/external use; Provide analysis as requested;
  13. Provide information related to the above functions and exchange a variety of statistical information;
  14. Coordinate extensively with service units and liaise frequently with staff, both at the duty station and outside the duty station of assignment;
  15. Set up, classify and maintain files;
  16. Initiate and modify travel authorisation based on multiple funding structures under WFP’s new financial framework; 
  17. Make travel arrangements for all staff. This includes making reservation for tickets, ensuring that tickets are collected and given to the passenger in good time, and that all travel is in accordance with the WFP travel guidance;
  18. Liaise with travel agents and ensure that the Programme gets the best service and price for all travel; 
  19. Maintain database on all staff travel and costs, including an updated list of all staff on travel; assist in providing staff with information regarding requirements for travel both within the country and abroad

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

  • 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.

People

  • 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.

Performance

  • 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.

Partnership

  • 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.

FUNCTIONAL CAPABILITIES

Capability Name Description of the behaviour expected for the proficiency level
Business Support Services & Reporting Exhibits ability to convert business plans into clear actions for team members to support the implementation of the program. Collects and reports data to draw out fact-based insights.
Internal Controls & Risk Management Demonstrates basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability to immediate client’s critical activities.
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.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

  • Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day to day work
  • Has supported in providing ad-hoc guidance to new staff members

TERMS AND CONDITIONS

Contract Type: Fixed-term
Contract Duration: 1 year, renewable
Duty Station: Dhaka, Bangladesh
Nationality: Bangladeshi only
Monthly Net Salary: UN Salary scale

DEADLINE FOR APPLICATIONS

Only candidates meeting the above requirements are requested to submit an online application by 31 March 2018.

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Female applicants 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.

 
This vacancy is now closed.
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