Administrative Associate (Admin/Travel)

Job Posting Organization:
The World Food Programme (WFP) is the world’s largest humanitarian organization, established to save lives in emergencies and to use food assistance to build pathways to peace, stability, and prosperity for people recovering from conflict, disasters, and the impacts of climate change. WFP operates in numerous countries around the globe, employing thousands of individuals dedicated to humanitarian efforts. The organization is committed to diversity and equal employment opportunities, encouraging qualified candidates from all backgrounds to apply. WFP has received accolades for its work, including the Nobel Peace Prize in 2020, and continues to invest in the personal and professional development of its employees through various training and mentorship programs. WFP's mission is centered around the values of Integrity, Collaboration, Commitment, Humanity, and Inclusion, and it strives to create a healthy and inclusive work environment for all its staff.

Job Overview:
The Administrative Associate (Admin/Travel) position at WFP is designed for individuals who can demonstrate responsibility and initiative in responding to queries with minimal guidance. The role requires a proactive approach to problem-solving and the ability to manage resources effectively. The incumbent will serve as the focal point for travel within the WFP Country Office in Nepal, coordinating security" style="border-bottom: 1px dotted #007bff !important;">security-related support services in collaboration with the United Nations Department of Safety and Security (UNDSS). The position entails a variety of administrative duties, including the implementation of security measures, resource management, and the development of systems to enhance operational efficiency. The role is critical in ensuring that WFP's travel and security operations run smoothly and effectively, contributing to the overall mission of the organization.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Associate include, but are not limited to: 1) Coordinating administrative and technical support within the Management Services portfolio to ensure high-quality service delivery. 2) Monitoring resource needs in designated areas such as travel, security, and facilities, and assisting in identifying new requirements to enhance operational efficiency. 3) Collating and analyzing data to prepare reports that contribute to decision-making and resource management. 4) Processing procurement and finance actions, liaising with other functions and contractors to ensure efficient service delivery. 5) Managing trip documents for international air ticket issuance and ensuring compliance with travel regulations. 6) Utilizing digital tools to improve working practices and customer service. 7) Participating in inter-agency initiatives to achieve cost savings and enhance service quality. 8) Supporting emergency preparedness and response by allocating resources and providing analytics. 9) Acting as the security focal person, collating information from UNDSS and preparing reports. 10) Liaising with local authorities and security staff to ensure safe program delivery. 11) Monitoring security incidents and updating relevant parties on developments. 12) Planning and coordinating staff activities during field missions and conducting security assessments. 13) Assisting in security risk management and compliance with the United Nations Security Management System. 14) Maintaining security equipment and recommending improvements. 15) Ensuring effective access control procedures are followed. 16) Attending security meetings and coordinating with other UN agencies. 17) Training travel-related Business Support Assistants and providing orientation to staff on travel regulations. 18) Acting as an alternate Fleet Focal Point as needed.

Required Qualifications:
Candidates must have completed secondary school education and possess a post-secondary certificate. A first university degree (Bachelor's) in a related functional area is preferred. Additionally, candidates should have at least six years of relevant experience in travel and administrative support services, with a sound understanding of travel regulations and security procedures. Desired skills include the ability to monitor financial transactions, collate data, coordinate work, and manage emergency situations. Excellent communication skills are essential for maintaining correspondence with internal staff and external authorities.

Educational Background:
The educational background required for this position includes the completion of secondary school education along with a post-secondary certificate. A Bachelor's degree in a relevant field is preferred, which would provide a solid foundation for the administrative and travel-related responsibilities of the role.

Experience:
The position requires a minimum of six years of relevant experience in travel and administrative support services. Candidates should have a sound understanding of travel regulations, policies, and procedures, as well as general knowledge of security, asset, and facility management. Experience in collating data, preparing reports, and coordinating work across different functional areas is also essential.

Languages:
Excellent communication skills in both written and spoken English and Nepali are mandatory for this position. Proficiency in these languages is crucial for effective communication within the organization and with external stakeholders.

Additional Notes:
The position is offered under a Special Service Agreement (SSA L6) contract type, with a duration of six months. The duty station is Kathmandu, Nepal. WFP provides a competitive benefits package, including salary and health insurance through CIGNA. The organization encourages applications from female candidates and individuals with disabilities, emphasizing its commitment to diversity and inclusion in the workplace.