Business Support Assistant (Travel) SSA5 at World Food Programme (WFP)

JOB PURPOSE

The Administration Unit in the Regional Bureau for East and Central Africa (RBN) supports the delivery of quality, customer- focused, value for money administrative services that enable staff in country/location operations to deliver food assistance to beneficiaries, in line with WFP strategy.

KEY ACCOUNTABILITIES (not all-inclusive)

• Provide information to Travelers in RBN and Country Offices (COs) within the region, on all matters related to official WFP travel.
• Provide information on the most direct and economical route and plan routings and itineraries plus the most economical airfare rates for such travel, in accordance with relevant provisions of the WFP Travel Manual and in consultation with the Travel Management Company.
• Provide information on DSA rates and MSLS for travel schedules and specific itineraries.
• Calculate transportation costs, excess baggage entitlements, terminal expenses, and DSA for Duty Travel.
• Provide information to Travellers on medical and security requirements for travel itineraries and support the Traveller in following up with the appropriate medical office and UNDSS.
• Contact the Travel Management Company, as appropriate, to make reservations and request issuance of tickets.
• Presents waiver requests for approval by the WFP official holding delegated authority.
• Liaises with the Travel Management Company and Protocol Focal Point on visa requirements, as required.
• Create, modify, and complete Trip Documents on WeTravel for approval.
• Conduct trainings to Travel Focal Points in the Country Offices as part of capacity building when need be.
• Reviews travel claims and supporting documentation for completeness, accuracy, reasonableness, validity, and conformity with the WFP Travel Manual, and refer any irregularities to management.
• Run Monthly travel reports for RBN and COs and ensure that all travel open items are closed in a timely manner.
• Support in the review of travel reports in preparation for Admin CO oversight missions.
• Alternate focal point for Protocol

STANDARD MINIMUM QUALIFICATIONS

• Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
• Experience: Five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.
• Language: Fluency (level C) in English language (both oral and written).