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Post Title: Administrative Assistant (Travel)
Vacancy Number: VA 054/2013(Req. No. 13-0014665)
Post Grade: SC5
Duty Station: Nairobi
Date of issue: 29.10.2013
Contract type: Service Contract
Organizational background
The World Food Programme Somalia activities include food assistance for relief, emergency school feeding, humanitarian air and logistics services, food coordination and emergency rehabilitation projects. This position is open to qualified Kenyan candidates. Female candidates in particular, are encouraged to apply.
Major Duties and Responsibilities:
Under the direct supervision of the Senior Administrative/Finance Assistant and the overall supervision of the Administration/Finance Officer, the incumbent will be responsible for the following duties:-
Make Air ticket bookings/reservations for international travels through contracted travel agencies in full compliance with WFP corporate travel procedure;
Follow-up on air ticket reservations to ensure WFP receives value for money;
Record trips promptly in WINGS for all Admin related travels and make appropriate follow-ups;
Advise all travelers on requisite travel requirements; ,
Process in WINGS all invoicing pertaining to air tickets , verify all invoices for correctness prior to financial processing and ensure any outstanding invoices are followed up for prompt settlement;
Organize airport transfers and arrange for hotel/accommodation bookings in consultation with travellers;
Maintain and update a shortlist of hotels and guesthouse facilities and advise staff accordingly;
Generate periodic WINGS reports on outstanding Trips and ,make follow-up for settlement;
Process Value Added Tax(VAT) exemptions and refund for office and international staff;
Extract, input, review for accuracy and file data from various sources;
Maintain a selected number of administrative control records, such as for commitments and expenditures, travel, insurance, procurement and other;
Initiate and process administrative actions such as those found in human resources, travel, procurement, disbursement;
Monitor status of expenditures and allotments through WFP corporate systems;
Review status of relevant expenditures and compare with approved budget; Assist in preparation of budget performance submissions;
Review supporting documentation, verify claims for action and conformance with administrative rules and regulations and liaise with other offices as appropriate;
Respond to queries from a variety of sources related to area of work or direct to the most appropriate source;
Draft moderately complex correspondence related to the area of responsibility;
Assist with day-to-day administration of contracts with external contractors; check contractors’ invoices against the goods
Coordinate and/or arrange meetings such as workshops and seminars;
Coordinate extensively with service units and liaise frequently with staff both at the duty station and outside the duty station of assignment;
Perform other related duties as required.
Minimum Qualifications:
Education:
Secondary school education.
Experience:
At least four years of progressively responsible support work in general administrative work including at least one year in the field of accounting, human resources, administrative services or other related field. At least one year at G4 level or equivalent.
Language:
Fluency in both oral and written communication in English.
Knowledge:
Experience utilizing computers, including word processing, spreadsheet or other WFP software packages.
Interested and qualified candidates are requested to submit online applications only according to the following procedures: Go to: : http://i-recruitment.wfp.org/vacancies/13-0014665
Step 2: Click on “Description” to read the position requirements and “Apply” to submit your application. NOTE: You must complete Step 2 in order for your application to be considered for this vacancy.
