The World Food Programme (WFP) is United Nations frontline agency in the fight against hunger, WFP is continually responding to emergencies. We save lives by getting food to the hungry fast. But WFP also works to help prevent hunger in the future. We do this through programmes that use food as a means to build assets, spread knowledge and nurture stronger, more dynamic communities. This helps com- munities become more food secure. On average, WFP aims to bring food assistance to more than 80 million people in 80 countries. WFP Ethiopia is working with the Government and humanitarian partners to strengthen the resilience of Ethiopia’s most vulnerable population and to chart a more prosperous and sustainable future for the next generation. The Country Office also supports
programmes that use food assistance to empower women, transform areas affected by climate change and keep children in school. It aims to contribute to Ethiopia’s
five-year development agenda, the Growth and Transformation Plan (GTP), through which the Government combats food insecurity.
ORGANIZATIONAL CONTEXT
This job is located in the Administration Unit of WFP Ethiopia Country Office. The incumbent under the direct supervision of the Administrative Officer will be responsible for the accountabilities identified hereunder.
JOB PURPOSE
To coordinate and to manage WFP travel activities with provision of technical advices in line with corporate travel rules and regulation.
ACCOUNTABILITIES
Verify resource requirements in the area of responsibility (WFP facilities, assets, light vehicle fleet, etc.), and assist in the identification of new requirements to facilitate efficiency and cost-effectiveness of operations and services.
Support the production of various data and compile and prepare reports in order to contribute to the provision of accurate information for informative decision-making and to support the effective and timely management of WFP resources.
Contribute to planning, monitoring and processing administrative actions related to procurement, finance, human resources, etc., including contracts with external vendors to ensure all data is accurately and timely recorded, processed in WFP corporate systems and any operational issues addressed.
Adapt and update administrative processes, supporting the implementation of operating procedures, in order to contribute to the continuous improvement of administration services in the area of responsibility.
Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues. Review all travel documents ensuring they are in line with the approved Travel Authorizations (TAs)/Long Term Agreements (LTAs) and appropriate documentation is attached.;
Coordinate the activities of a team of staff working in the area, to ensure individual and team objectives are met in compliance with all relevant regulations, policies, and procedures, and performance plan.
Provide training and guidance to staff in interpretation of administrative procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients.
Ensure WFP’s administrative Travel Rules and Regulation are fully and properly accounted for and that internal control systems are adequate and functioning.
Oversees the travel unit ensuring efficient and timely delivery of services to staff with professional knowledge on WFP Information Network and Global Systems (WINGS)II Travel module.
Disseminate and circulate guidance and new updates related to Travel regulation to all staff.
Ensure all Travel Expense Claims (TECs) and Process Rest and Recuperation (R&R), advances, danger pay and medical evacuations and travel are in compliance with WFP rule.
Review all outstanding commitments (over 30 days) and take appropriate action
Review accuracy of all invoices submitted to WFP by the Travel Agent.
Assess and monitor regularly travel expenditure of Units and prepare monthly travel report and TEC tracking sheet including the monthly statistics of all tickets purchased by the Country Office.
Update, maintain and compile of Travel statistics in database.
Facilitate with project closure ensuring all trips are closed in line with closure guidelines and International Public Sector Accounting Standards (IPSAS) compliance.
Supervise coordination of in country workshops/meetings.
Coordinate shipment of personal effects and provide efficient and timely service
19. Perform other duties as required.
Job Requirement
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE:
Has demonstrated a sound understanding of WFP administrative operating standards related to the travel management.
Comprehensive understanding and excellent working knowledge and working experience with WINGS II and MS Office (Word, Excel, PowerPoint and Outlook). Especially strong ability to work with Microsoft Excel and Access (Relational Database Management System) are required.
A good knowledge and working experience by performing the administrative duties related to the travel management.
Has provided coaching or training to new staff members within area of expertise.
STANDARD MINIMUM QUALIFICATIONS:
Education: Completion of secondary school education. A post-secondary certificate in the related functional area.
Experience: Six or more years of progressively responsible support work experience, including at least three years in administration or other related field. Working experience on writing and presenting analytical reports. Include at least three years of working experience in a field related with travel management and effective action management to plan, coordinate and prioritize multiple tasks.
Language: Fluency in both oral and written communication in English.
Knowledge of the local language is added advantage.