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Job Title:    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

 

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