UN Jobs – Business Support Assistant (Travel and Protocol) – United Nations World Food Programme (WFP)

Job Title:  Business Support Assistant (Travel and Protocol)

Organisation: United Nations World Food Programme (WFP)

Duty Station:  Kampala, Uganda

Reports to: Administration/Travel/Protocol Officer


About US:

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 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:  Under the direct supervision of the Administration/Travel/Protocol Officer, the Business Support Assistant will provide support functions in various Administrative services, most importantly Travel and Protocol. All tasks will be performed in accordance with WFP procedures, rules and regulations.


Key Duties and Responsibilities: 

  • Facilitate the compliance of the services provided (e.g. WFP managed facilities, assets and travel management, etc) with the corporate Administration policy and guidance.
  • Check the provision of a range of services, in coordination with facilities, fleet management, travel, protocol etc while maintaining information, to contribute to the provision of a safe and comfortable working environment.
  • Liaise with the relevant authorities to process and renew visas, identity cards, resident permits among others for WFP international staff and their dependents.
  • Maintain an updated spreadsheet of visa expiry dates on the shared drive.
  • Promptly process transfer of ownership, motor vehicle registration and deregistration documents through Ministry of Foreign Affairs and Uganda Revenue Authority.
  • Process travel authorization and creation of Trip Documents (TAs) in SAP travel module to align with corporate travel guidelines and SOPs. Facilitation of travel by road/air in coordination with the fleet manager and travel agent.
  • Periodically close travel open items in WINGS.
  • Liaise with travel agents to make flight reservations and bookings for staff members travelling in and out of the Country, on the most direct and least costly flights.
  • Verify invoices for payment from travel agents against actual services rendered and ensure timely payment.
  • Facilitate customs clearance of imports, exports through processing of tax exemption through relevant ministries, embassies and government departments.
  • Collate and process information including dissemination to support the production of standard documents and regular reporting on Travel and Protocol, to enable decision making and the effective management of resources.
  • Manage and maintain paper and electronic records with the area of responsibility in accordance with established procedures, to ensure swift and easy access as required.
  • Undertake research and perform basic analyses of data, communicate to internal and external stakeholders including HQ to contribute to the provision of accurate information and effective management of resources on travel management.
  • Be a first point of contact on travel and protocol for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
  • Initiative, judgement, courtesy, tact and ability to establish and maintain effective working relationships with people of different national and cultural backgrounds.
  • Any other tasks as assigned by the supervisor.

Qualifications, Skills and Experience:

  • The ideal candidate for the United Nations World Food Programme (WFP) Business Support Assistant (Travel and Protoc0l) job placement must hold a Diploma in Business Administration, or a related academic field.
  • A minimum of three years of work experience in travel and protocol
  • Proficient in the use of office equipment and computer software packages, such as Microsoft Word.
  • 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.
  • Ability to offer guidance or basic on-the-job training to more junior staff.
  • Hands on experience on ERP/SAP platform for travel management
  • Language: Fluency (level C) in English language.Fluency in both oral and written communication in English


NB: Female applicants and qualified applicants from developing countries are especially encouraged to apply


How to Apply:

All candidates who wish to join the United Nations World Food Programme (WFP) should apply online at the link below.


Click Here


Deadline: 12th August 2021


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