Management Service Associate- Protocol & Travel

ORGANIZATIONAL CONTEXT

The United Nations World Food Programme 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.

WFP, through its dual mandate in humanitarian and development, provides life-saving food assistance to the most vulnerable and food insecure non-refugee Palestinians and works to safeguard livelihoods, build resilience, and reconstitute food systems in vulnerable areas. WFP also lends its technical expertise to support national institutions by strengthening their capacities in responding to shocks and building an inclusive social safety net.

To further strengthen the humanitarian-development-peace nexus, WFP is providing climate-smart agricultural assets such as hydroponics and wicking beds to households to increase their calorie intake and enable them to generate income. WFP also scaled up its resilience-building activities to include greenhouses, vegetable farms, sheep, poultry, and technical and vocational trainings for youth and people with disabilities. These projects reduce people’s vulnerability to external shocks, serve as a safety net, and support livelihoods. 

In response to the urgent needs of Palestine, where protracted conflict and economic stagnation have led to widespread food insecurity, WFP delivers life-saving food assistance to the most vulnerable non-refugee Palestinians in Gaza and the West Bank. To address the ongoing crisis, WFP also focuses on strengthening livelihoods through resilience-building projects such as climate-smart agriculture and vocational training. Additionally, WFP supports national institutions by enhancing their capacity to respond to shocks and build inclusive social safety nets. By extending its systems to humanitarian and development partners, WFP contributes to broader efforts within the humanitarian-development-peace nexus.

This position is based in [Jerusalem] and reports to [Head of Management Services and Finance unit].

THE ROLE:

To coordinate and provide high quality, client-focused and value-for-money oriented administration services

KEY ACCOUNTABILITIES (not all-inclusive, nor exhaustive):

• Check the provision of a range of services, including, travel, protocol, etc., maintaining information, to contribute to the provision of a safe and comfortable working environment.

• Follow up on visas renewals, issuance of ID cards, UNLP's, and VAT exemption letters with RB, HQ and UNDP

• Maintaining an accurate account of all staff members coming in and leaving the CO personnel.

• A regularly updated list of all staff travels and the related costs for each trip.

• Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources and ensuring that appropriate travel arrangements are done prior to staff travel which includes:

• Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.

• Continuously provide guidance and support to the staff on Travel Rules and regulations.

• Brief/Debrief staff members on issues relating to a variety of administrative areas, e.g., visas, licenses, Security, documentation procedures and practices, administrative procedures, etc…

• Utilise digital tools and technology applications to improve working practices and customer service, and effectively adopt new technologies that are introduced at the workplace.

• Participate in the preparation of inter-agency initiatives as part of UN Reform to achieve cost savings and enhancement of service quality.

• Liaise with other functions and third-party contractors to enable efficient service delivery.

• Provide advice and support to junior staff to ensure individual and team objectives are met in line with required standards.

• Provide training and guidance to staff to improve understanding of Management Services regulations, policies, procedures, processes, standards, and systems.

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QUALIFICATIONS AND EXPERIENCE:

Education: Completion of BA degree In Business/ Management or in other related functional area is desirable.

Experience: Six or more years of progressively responsible work experience in the relevant business stream with experience in general administrative work, protocol and travel.

Knowledge and Skills:

• Has demonstrated a sound understanding of administrative operating standards and awareness of international humanitarian development issues through day-to-day work.
• Has provided ad-hoc guidance to new staff members.

Language: Fluency in both oral and written communication in English and Arabic.

WFP LEADERSHIP FRAMEWORK

 WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission.

Click here to access WFP Leadership Framework

REASONABLE ACCOMMODATION

 WFP is dedicated to fostering diversity, equity, and inclusion. Our recruitment process is inclusively crafted to welcome candidates of all backgrounds, celebrating diversity and ensuring a respectful environment for all. We aim for an accessible and fair recruitment journey. Should you need any reasonable accommodations or have accessibility concerns, please reach out to us confidentially at [email protected]. Our DEI team is here to ensure your full participation in our recruitment process.

NO FEE DISCLAIMER

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION

• We strongly recommend that your profile is accurate, complete, and includes your employment records, academic qualifications, language skills and UN Grade (if applicable).

• Once your profile is completed, please apply, and submit your application.

• Please make sure you upload your professional CV in the English language

• Kindly note the only documents you will need to submit at this time are your CV and Cover Letter

• Additional documents such as passport, recommendation letters, academic certificates, etc. may potentially be requested at a future time

• Only shortlisted candidates will be notified

All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.