Business Support Assistant G3, Management Services

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 worlds 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 WFPs 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: 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).

BACKGROUND AND PURPOSE OF THE ASSIGNMENT:
WFP works to save and change the lives of more than 140 million people a in over 120 countries and territories. WFP is among the first on the scene in an emergency providing food and other assistance to people affected by conflict drought floods earthquakes hurricanes and crop failures as well as pandemics such as COVID-19.
As such the Travel Unit is an important function in WFP ensuring that staff get where they need to go and supporting the travel of staff in emergencies. The Business Support Assistant in the Travel Unit Rome will be a key staff member to support the travel function globally. They will be required to deliver support to travellers and Travel Focal Points globally. This post requires excellent customer service skills ability to priorize tasks and be able to manage high workloads in times of emergency. They will be requested to deliver basic administartive tasks such as respond to standard queries on travel policy and software issues manage documents organize meetings.
ACCOUNTABILITIES/RESPONSIBILITIES:
1. Support the maintenance of office files documents and records in accordance with established systems and processes so that information is current and readily available
2. Respond to routine queries received via EV (WSS) on travel policies and systems and escalate where appropriate in order to provide accurate service to clients.
3. Compare proofread and format documents related to Travel policies communications and training.
4. Support in the training programmes offered to travellers and travel focal points.
5. Organize meetings book meeting rooms send invitations and prepare relevant material.
6. Write up of meeting minutes.
7. Training Travel Focal Points
8. Testing WeTravel in test environment identifying errors and tests conducted.
9. Maintain and respond to emails on the shared mailbox .
10. Perform other related duties as required.
DELIVERABLES AT THE END OF THE CONTRACT:
QUALIFICATIONS & EXPERIENCE REQUIRED:
Education:
Completion of secondary school education. IATA or travel agency education or training would be an advantage.
Experience:
Three or more years of experience in general administrative work. Work in travel or tourism would be desirable.
Knowledge & Skills:
Ability to use standard office equipment
Knowledge of standard office software packages e.g. Microsoft word.
Uses tact and courtesy to give and receive information from customers and external stakeholders.
Good attention to detail in order to identify data discrepancies.
Languages:
Fluency (level C) English. Desirable: intermediate knowledge of a second language (level B)
Certified by Hiring Manager (name/title) & signature):

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 committed to supporting individuals with disabilities by providing reasonable accommodations throughout the recruitment process. If you require a reasonable accommodation please contact:

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

• All applications must be submitted exclusively through our online recruiting system. We do not consider CVs or applications sent by email LinkedIn or any other channel.

• We strongly recommend that your Workday profile is accurate and complete and that all sections are filled in including your employment history academic qualifications language skills and UN grade (if applicable). Once your profile is completed please apply and submit your application.

• If you experience technical issues while submitting your application you may contact us at . Please note that this email is only for technical issues with an application - unsolicited applications or documents sent to this inbox will not receive a reply.

• At the application stage the only required documents are your CV and Cover Letter. Additional documents (passport certificates recommendation letters etc.) may be requested later in the process.

• Only shortlisted candidates will be contacted and invited to proceed to the next stage of the recruitment process.

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.