Management Services Assistant (Travel) G5

at  World Food Programme

DEADLINE FOR APPLICATIONS

22 November 2024-23:59-GMT+01:00 Central European Time (Rome)
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.

QUALIFICATIONS AND EXPERIENCE:

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
Experience: A minimum of five years of progressively responsible work experience in the relevant business stream, including experience in general administrative work. Experience with humanitarian organizations is desirable.
Knowledge and Skills:

Essentials:

• Has demonstrated understanding of administrative regulations, policies, procedures, processes, standards, and systems.
• Has experience in collating data and preparing basic analysis pertaining to Administration portfolio such as management of travel, protocol or similar areas.
• Has supported staff by providing advice and guidance.
• Has experience working with teams across different functional areas.
• Stays focused and calm when under pressure and continue to deliver quality work.
• Adapts readily to change adjusting work as needed.
• Focused on meeting the needs of clients and providing high-quality services. Uses initiative and sound judgment to address and resolve issues.
• Collaborates effectively and respectfully with colleagues of the same and different units from diverse background/nationality/ages and belief to achieve organizational goals.
• Acts professionally with external partners.

Desirable:

• Holding a travel or protocol Training certification or any similar administrative certification is an advantage.
• Experience working with Software as a Service (SaaS) platforms such as SAP software is an advantage.

Language: Fluency (level C) in English language and in Italian. Knowledge of another UN language is desirable.

To support the head of Management Services in managing travel within the Brindisi hub and at Network level, coordinating the effective provision of services and maintaining high standards of accuracy and compliance in all administrative activities.
KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive):
1. Perform tasks and activities within administrative Services portfolio to support efficient and high-quality service delivery.
2. Collate data and prepare basic analysis to assist with the creation of reports to contribute to efficient management of resources.
3. Process routine actions related to administrative areas (travel, protocol, Fleet management service), contributing to the effective and timely recording of data in corporate systems.
4. Manage and maintain physical and digital records in accordance with established procedures to ensure swift and easy data access as required.
5. Be the first point of contact for UNHRD internal queries on travel and protocol, providing timely and accurate responses to facilitate efficient and effective resolution of daily issues.
6. Provide inputs and suggest improvements to procedures and practices to support continuous enhancement of services provided.
7. Liaise with other functions and third-party contractors to enable efficient service delivery.
8. Provide guidance to colleagues in starting travel document in the corporate system.
9. Any other duties required.