UN Administrative Officer (Travel and Protocol) Job – United Nations World Food Programme (WFP)

Job: Administrative Officer (Travel and Protocol)

Organization: United Nations World Food Programme (WFP)

Duty Station: Kampala, Uganda

Reports to: Head of Administration

Grade: NOA

About WFP:

United Nations World Food Programme (WFP) 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. In emergencies, WFP gets food to where it is needed, saving the lives of victims of war, civil conflict and natural disasters. After an emergency, WFP uses food to United help communities rebuild their lives. On average, WFP reaches more than 80 million people with food assistance in 80 countries each year. The organization has the global footprint, deep field presence and local knowledge and relationships necessary to provide access to food and contribute to lasting solutions, especially in many of the world’s most remote and fragile areas.

Job Summary:  The Administrative Officer (Travel and Protocol) is the custodian of the grand vision of the scaling up of Cash-based transfer programming.  Responsible for maximizing the value brought by the IT digital solution by understanding business and end-user requirements and prioritizing the work to be done. The position aims for an IT digital solution which achieves the highest quality in terms of technical usability, user acceptability, and domain suitability.

Key Duties and Responsibilities:

• Contribute to a WFP country plan, including administrative processes, aligned with country and wider WFP strategies and policies to facilitate efficient and effective administration services.
• Plan and coordinate the yearly physical inventory, oversight of the physical count process and reconcile the data after the physical Count;
• Plan and coordinate the disposal of the asset in junction with the GAS HQ team and UNHCR
• Responsible for facilitating short term visa needs for incoming staff, interns, consultants, and other short-term visitors.
• Collate data and prepare data analysis to provide management and clients with the accurate information and reports for efficient planning and decision-making.
• Support management of existing resources in the area of responsibility (e.g. WFP managed facilities, assets and travel & Protocol management, etc.) and assist in identification of new requirements aiming at efficiency, cost-effectiveness and timeliness of operations and services.
• Responsible for negotiating and re-assessing UN privileges with Government Ministries, local authorities for optimal terms.
• Analyze asset data and make data-driven decisions throughout the different phases of the asset lifecycle to improve the management of assets in all offices:
• Oversee the Asset Management Processes making sure the utilization is within corporate rules and regulations. Enhance the knowledge on our  corporate GEMS Global Equipment Management System by providing on the job training to the CO and Field Staff;
• Management of official travel – local and international – through coordination and negotiations with travel agency and airlines, management of Shipments, Travel Authorizations and other related documentation ensuring conformance to staff entitlements.
• Facilitate the compliance of the services provided (e.g. WFP managed facilities, assets and travel management, etc.) with the  corporate Occupational Safety and Health Policy.
• Review travel claims and supporting documentation for completeness, accuracy, validity, and conformity with WFP rules prior to approval and certification;
• Support a culture of environmental sustainability throughout WFP by role modelling actions that drive sustainability in all administrative activities.
• Preparation of Duty Exemption Certificates for personal and household effects of arriving and departing staff and arranging clearance through Ministry of External Affairs, close co-ordination with the staff members and the clearing agent ensuring handing over of respective completed documents for timely clearance.
• Guide and advice staff in both Country/Area/Field offices, and coordinateall travel related matters within the Mission and lead de-centralization of asset management

Qualifications, Skills and Experience:

• The ideal candidate for the United Nations World Food Programme (WFP) Administrative Officer (Travel and Protocol) job vacancy must hold a bachelor’s degree from an accredited university or college in Business Administration/Public Administration, Logistics or other relevant field relating to Administration.
• At least five years of progressive experience in administration, finance/accounting, travel and protocol or related field is required
• Language: Fluency in oral and written english

Competencies:

• Business Support Services & Reporting: Applies strong ability to identify country level requirements and develop customer focused solutions and action plans. Communicates data-based findings in a highly impactful way that is tailored to the audience.
• Internal Controls & Risk Management for Administration and Engineering: Utilises understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance, ensure data integrity and ensure client satisfaction.
• Resource Management for Administration and Engineering: Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients.
• Specialised Knowledge in Administrative Services: Applies advanced theoretical understanding of administration best practice, concepts and principles and thorough knowledge of WFP standards, processes and infrastructure to ensure continuous improvement in the provision of efficient and effective administration services, resolving complex issues as they arise.
• Customer Focus: Proactively monitors performance and delivers high quality service to meet the needs of customers, requesting customer feedback and taking ownership of customer problems that arise. Pre-empts needs of customers based on experience.

How to Apply:

All suitably qualified candidates who wish to join the United Nations World Food Programme (WFP) are encouraged to apply online at the link below

Click Here

Deadline: 4th February 2021