Admin Assistant SSA4 - Travel Management

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.

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Make a difference, the world will notice.
We are driven by our mission to fight world hunger and feed people’s dreams of a brighter future.

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Build bridges that unite people across the world.
Being part of a global, diverse and multicultural community like WFP, will continuously expose you to new ideas and perspectives.
How we deliver our mission in deep respect for personal and cultural differences and close collaboration between every member of our global team, will certainly enrich your experience and knowledge on so many levels. 

UNLIMITED POSSIBILITIES 💡
Unlock possibilities you never thought you'd find.
WFP goes anywhere it is needed and does whatever it takes to get the job done.

LIFE-CHANGING EXPERIENCE ⭐
Reach beyond yourself and discover your true potential.
WFP offers the kind of life-changing experiences you’re unlikely to find in many other organizations.

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Link: https://www.youtube.com/watch?v=3mzGbaRAhz8&feature=youtu.be

At WFP Regional Bureau in Cairo, we provide strategic and technical guidance to WFP operations in 17 countries: Algeria, Armenia, Egypt, Iran, Iraq, Jordan, Kyrgyzstan, Lebanon, Libya, Morocco,
Palestine, Syria, Sudan, Tajikistan, Tunisia, Turkey, and Yemen.

We are looking for an enthusiastic Business Support Assistant who can provide the highest standards of services to his/her customers at different levels

Education: 

University degree in Business/Public Administration, Commerce, Management or any related field.

Experience: 

Four years of experience in the field of Travel management. Experience in the general admin area would be an added advantage.

Language: 

Fluency in both English & Arabic languages

Knowledge & Skills:

• Very good in the use of office equipment and computer software packages, such as Microsoft Word and Excel.
• Knowledge of work routines and methods in order to complete processes under minimal supervision.
• Uses tact and courtesy to give and receive information to a wide range of individuals.
• Ability to identify data discrepancies and rectify problems requiring attention.

Under the direct supervision of the Administration Assistant, and overall supervision of the Administration Officer, the incumbent will perform the following duties:

Travel Management:

• Assist in providing staff with information regarding requirements for travel both within the country and abroad.
• Create and follow up on travel Documents for release from Approving Officers.
• Review Daily allowance computations ensuring it matches data contained in the approved Travel Authorization.
• Review Travel expense claim details ensuring they are in line with travel itineraries and approved Travel Authorization and enter it on the system.
• Review the accuracy of all invoices submitted to WFP by the Travel Agents and contracted hotels.
• Liaise with Travel Agent ensuring WFP gets the best service and price for all travel.
• Produce monthly statistics for the Travel unit including the monthly statistics of all tickets purchased by the Country Office. 
• Assisting new staff with accommodation and booking hotel accommodation.

Generic Administration

• Act as an alternate of the other Business Assistant in Administration
• Any other tasks related to Administration as required
• As required back up event focal point and liaise with client units and service provider Hotels, caterers and agents.

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.
   

Job Title: Business Support Assistant - SSA-4
Type & Level of Contract: Special Service Agreement
Duration & Start Date: 6 months - Starting ASAP
Unit/Division: Administration 
Duty Station(City, Country): Regional Bureau in Cairo (RBC), Egypt
Reports To: Admin Officer 

Interested candidates are invited to submit their application no later than Thursday 14 November 2019.

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.

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.