Management Services Assistant- Travel SC L5

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 the Management Services Associate - Protocol and Travel

JOB PURPOSE:
To support the effective day-to-day delivery of specialized, client-focused, and value-for-money services pertaining to the Management Services portfolio.

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

1. Make travel arrangements for all staff, this includes making reservation for tickets, ensuring that tickets are collected and given to the passenger in good time, and that all travel in accordance with the WFP travel guidance.

2. 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.

3.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.

4.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.

5. Booking Accommodation and Transportation: Coordinating and booking flights, accommodations, and transportation for staff often in remote or conflict-affected areas.

6.Visa and Documentation: Assisting with visa applications, travel permits, and other necessary travel documentation, ensuring compliance with international and local regulations.

7. Itinerary Management: Preparing detailed travel itineraries, including flight details, accommodation information, and local contacts.

8.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.

9.Coordination with Country and Field Offices: Liaising with country field offices to ensure that local logistics (e.g., transportation, accommodations) are in place and aligned with the travel plans. 10.Perform tasks and activities within Management Services portfolio to support efficient and high-quality service delivery. Assist in the provision of services such as facilities management, travel, protocol and light vehicle management related, etc., reporting any discrepancies to the supervisor for consistent and timely delivery of services, to ensure the provision of a safe and comfortable working environment for WFP staff.

11. Provide inputs and suggest improvements to procedures and practices to support continuous enhancement of services provided.

12.Utilise digital tools and technology applications to improve working practices and customer service.

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

14. Perform emergency preparedness and response tasks following the guidance provided by supervisor.

جميع الحقوق محفوظة لموقع جوبس.

QUALIFICATIONS AND EXPERIENCE:

Education:

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

Language:

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

Experience:

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

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE:

• Has demonstrated understanding of WFP Management Services regulations, policies, procedures, processes, standards, and systems.

• Has experience in collating data and preparing basic analysis pertaining to Management Services portfolio such as management of assets, facilities, fleet, travel, or similar areas.

• Has supported staff by providing advice and guidance.

• Has experience working with teams across different functional areas.

 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.