Management Services Assistant (Travel) G5 at World Food Programme (WFP)

Flight Reservations and Ticket Issuance. 

• This is done for all types of travel, International, Regional and Domestic travel. Including air cargo bookings.
• Responsible for ensuring that tickets are purchased in accordance with the travel regulations, within WFP liability.
• Arranging and Monitoring flight reservations and ensuring that the reservations are ticketed within the provided timelines, to avoid cancellation which can result in higher ticket costs.
• Ensuring that the travel agent always provides 3 or more flight options, to facilitate costeffective and informed decisions in flight selection in line with the respective itineraries.
• Ensuring that the Country Office resources are managed well as travel constitutes one of the highest expenditures in WFP operations.

Travel Allowance Calculation and Verification.

• Responsible for calculating and verification of travel allowance, DSA, terminals, and other expenses in We Travel for the CO prior to these being approved by designated approving officers.
• Responsible for creating We Travel trip documents with the correct travel allowances reflected for international, regional and domestic travel of Country Office staff members and partners.
• Responsible for the verification/reviewing of trip documents created in We Travel to ensure that travel expenses e.g. DSA and administrative notes are accurately interpreted when calculating travel expenses prior to approvals.
• Managing and organizing the complete travel arrangement process for all International Travels for all staff in the CO and Partners (e.g. government officials) and Facilitation of Donor and VIP Missions.
• Making the flight reservations and/or flight charters.
• Creating the Trip documents in We Travel
• Calculating the travel allowances as applicable
• Coordinating with the protocol team to ensure visa issuance prior to ticket issuance.
• Arranging for hotel reservations Where partners are concerned working with finance to ensure that their cheques are ready for collection prior to the travel date.
• Completing Vendor application forms for creation of non-staff vendors in WINGS prior to travel of partners
• Organizing and managing the complete travel arrangements and allowance processing for appointment travel of international consultants travelling to Kenya on assignment and processing their monthly MSLS.
• Making the flight reservations
• Calculating the travel allowance as applicable
• Creating the Trip documents in We Travel
• Ensuring that the tickets are issued in a timely manner.
• Sending the issued e-ticket to the traveller
• Responsible for processing of all Travel entitlements for international consultant based in the Country Office. 

Travel Expense Claims.

• Responsible for amending Trip Documents to reflect the actual travel expenses based on the completed and approved Travel Claim (TEC) document.
• Ensuring that the appropriate supporting documents, such as receipts are attached to the TEC claim.
• Forwarding the amended Trip document for approval and subsequent payments.

Training, Interpretation of SOP and Travel Guidance. Support in organizing and conduction training sessions for all Administration /Business Support Assistants in the sub & field offices and units, interpretation of Travel SOP and regular travel guidance to ensure compliance with travel rules and regulations.

• Travel procedures, rules and regulations.
• Creation of Trip documents in We Travel
• How to calculate travel allowances
• Provide interpretation of Travel directives, SOPs, in line with established guidelines to ensure delivery of quality and accurate information in travel services.

Local Hotel Programme and VIP CO Conference Management.

• Makes hotel/guesthouse reservations for staff on duty travel in Nairobi.
• Manage the accommodation requests for field staff travelling to Nairobi, monitor services provided by the various accommodation facilities and ensure internal control measures are adhered to.
• Manage the requests and coordinate the administration processes related to overnight VIP CO Conference services held in various locations in the country to ensure venue suitability, quality, timely and cost-effective services.
• Preparation of purchase requisitions, follow up on the reservations and confirmation for conference venue and facilities.

Resources and Systems Management and Internal Controls.

• Responsible for processing and verification of payments invoices for Air Tickets and Accommodation Services for all Country Office travel invoices ensure accurate billing before forwarding invoices for approval and payment.
• Oversee the processing of cost recovery of tickets issued on behalf of partners, donors and staff personal travel.
• Responsible for the monthly and end year closures for all Country Office travel expenses, ensuring that all tickets and travel expenses as appropriate are paid.
• Responsible for ensuring closure for all travel related open items /outstanding balances in We Travel, inspecting their validity and actioned as appropriate, ensuring that there are no funds lost.
• Responsible for applying for ticket refunds for unutilized tickets and following up with the respective agent to ensure that the Country Office is refunded as applicable, based on the rules of the unutilized ticket.
• Raise WSS tickets when HQ assistance is required with regards to travel matters that cannot be resolved in the Country Office.

Reports.

• Preparation of travel cost analysis (when required) in order to contribute to the effective and timely management of resources and compliance to IPSAS recommended guidelines.
• Gather information to support the drafting and/or preparation of travel-related documents, reports, correspondences and perform basic analysis of data as required by management.
• Perform any other related duties as required

QUALIFICATIONS AND EXPERIENCE:

• Education:  A diploma in Business, Public Administration, Management, or Travel is required.
• A degree in a related field is strongly preferred.
• Experience: 5 Years related job experience.

Knowledge and Skills:

• Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day-to-day work
• Has supported in providing ad-hoc guidance to new staff members
• Language: General Service (Headquarters): Fluency (level C) in English language. Fluency (level C) or intermediate knowledge (level B) of another official language may be required depending on the location of the post or area of responsibility.
• General Service (Field): Fluency in both oral and written communication in the UN language in use at the duty station and in the duty station’s language, if different.

MORE ABOUT YOU:

• Proficiency in processing and coordinating trips, ensuring timely approval, and the prompt payment of relevant travel expenses.
• Ability to provide advice and guidance to travellers on requisite travel requirements, such as visas, vaccinations, security clearances, and other travel-related information.
• Strong communication skills to interact with travellers, travel agencies, and internal stakeholders to ensure smooth travel operations.
• Competency in making air ticket bookings and reservations for international travels through contracted travel agencies,