Management Services Assistant (Travel) G5

DEADLINE FOR APPLICATIONS

WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

ABOUT WFP

The World Food Programme is the world’s largest humanitarian organization saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity, for people recovering from conflict, disasters and the impact of climate change.

At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP's values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.

To learn more about WFP, visit our website: https://www.wfp.org and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter, TikTok.

WHY JOIN WFP? 

• WFP is a 2020 Nobel Peace Prize Laureate.

• WFP offers a highly inclusive, diverse, and multicultural working environment.

• WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities.

• A career path in WFP provides an exciting opportunity to work across the various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.

• We offer an attractive compensation package (please refer to the Terms and Conditions section of this vacancy announcement).

Please note that this vacancy announcement is being issued internally and externally.

Global hunger has reached alarming levels in 2022, and WFP, the Nobel Peace Prize winner in 2020, remains dedicated and committed to address this global food crisis. The United Nations Humanitarian Response Depot (UNHRD) is a network of strategically located hubs established to support humanitarian organizations and the broader international community in responding to emergencies and crises. UNHRD provides essential services such as storage, easy access to critical supplies, and technical assistance. The position holder will work under the supervision of the UNHRD Brindisi Head of Management Services.

THE ROLE

To support the head of Management Services in managing travel within the Brindisi hub and at Network level, coordinating the effective provision of services and maintaining high standards of accuracy and compliance in all administrative activities.

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

1. Perform tasks and activities within administrative Services portfolio to support efficient and high-quality service delivery.

2. Collate data and prepare basic analysis to assist with the creation of reports to contribute to efficient management of resources.

3. Process routine actions related to administrative areas (travel, protocol, Fleet management service), contributing to the effective and timely recording of data in corporate systems.

4. Manage and maintain physical and digital records in accordance with established procedures to ensure swift and easy data access as required.

5. Be the first point of contact for UNHRD internal queries on travel and protocol, providing timely and accurate responses to facilitate efficient and effective resolution of daily issues.

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

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

8. Provide guidance to colleagues in starting travel document in the corporate system.

9. Any other duties required.

QUALIFICATIONS AND EXPERIENCE:

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

Experience: A minimum of five years of progressively responsible work experience in the relevant business stream, including experience in general administrative work. Experience with humanitarian organizations is desirable.

Knowledge and Skills:

Essentials:

• Has demonstrated understanding of administrative regulations, policies, procedures, processes, standards, and systems.

• Has experience in collating data and preparing basic analysis pertaining to Administration portfolio such as management of travel, protocol or similar areas.

• Has supported staff by providing advice and guidance.

•  Has experience working with teams across different functional areas.

• Stays focused and calm when under pressure and continue to deliver quality work.

• Adapts readily to change adjusting work as needed.

• Focused on meeting the needs of clients and providing high-quality services. Uses initiative and sound judgment to address and resolve issues.

• Collaborates effectively and respectfully with colleagues of the same and different units from diverse background/nationality/ages and belief to achieve organizational goals.

• Acts professionally with external partners.

Desirable:

• Holding a travel or protocol Training certification or any similar administrative certification is an advantage.

• Experience working with Software as a Service (SaaS) platforms such as SAP software is an advantage.

Language: Fluency (level C) in English language and in Italian. Knowledge of another UN language is desirable.

TERMS AND CONDITIONS

WFP offers a competitive compensation package which will be determined by the contract type and selected candidate’s qualifications and experience. Please visit the following website for detailed information on working with http://www.wfp.org. Click on: “Our work” and “Countries” to learn more about WFP’s operations.

Applicants must be:

• Italian Residents holding a valid passport and/or identity card, and;

• Reside within commuting distance (100-kilometer radius or distance that can be covered within 1.5 hours by car or public transport under average conditions of traffic, weather, and roads) to the office location at the duty station World Food Programme, UNHRD Brindisi, Ex SS 16 Km 906.9, 72100 Brindisi, Italy). If not residing within commuting distance at the time of application, candidates must be willing to relocate to Brindisi, Italy, at their own cost before taking up the assignment. WFP shall not be responsible for any costs associated with such relocation nor shall WFP assist or otherwise be involved in obtaining residency status or legal work permits. Preference will be given to candidates who reside within commuting distance of Brindisi, Italy.

Please note that applications should be sent in English. Only applications received in English will be considered.

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 global.inclusion@wfp.org. 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

• Please contact us at global.hrerecruitment@wfp.org in case you face any challenges with submitting your application

• 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.