Company Name: United Nations World Food Programme (WFP)
Job Title: Administrative Assistant (Travel)
Job Type: Full Time
Job Category: NGO/Development
Deadline: 28 Jul,2016
Higher secondary school education with training in administrative field, preferably Bachelor’s degree in Public Administration, Business Administration or any related field.
- At least 3 year(s)
- Critical Success Factors:
- Ability to review a variety of data, identify and adjust data discrepancies. Identify and resolve operational problems. Ability to communicate moderately complex matters clearly and concisely. Ability to perform detailed work, work of a confidential nature and/or to handle a large volume of work possibly under time constraints. Ability to deal patiently and tactfully with people of different national and cultural backgrounds.
- Minimum qualifications:
- Experience: At least three years of progressively responsible travel and general administrative work including at least one year in the field of accounting, human resources, administrative services or other related field.
- Other desirable skills: Training and/or experience utilizing computers, including word processing, spreadsheet and other WFP standard software packages and systems. General knowledge of UN system administrative policies, rules, regulations and procedures in the area of administration.
- Language: Fluency in both oral and written communication in English.
- The approximate remuneration for this function will be BDT 66,677 per month.
Since women are underrepresented in WFP Bangladesh, qualified
female candidates are strongly encouraged to apply
Application Deadline : Jul 28, 2016
United Nations World Food Programme (WFP) Address : UN Offices, IDB Bhaban, E/8-A, Rokeya Sharani, Sher-e-Bangla Nagar, Dhaka-1207, Bangladesh, GPO Box 2488, Dhaka-1000 Web : www.wfp.org/bangladesh
Job Description / Responsibility
VA # WFP/SC/2016/12
Service Contract, SC-4
Date of issue: 14 July 2016
Date of Closing: 28 July 2016
The United Nations World Food Programme (WFP) is fighting hunger worldwide. We are seeking applications from qualified Bangladeshi Nationals to fill the function of Administrative Assistant (Travel) at the SC-4 level for (12) Twelve months (Extendable), based in Dhaka, Bangladesh.
Under the direct supervision of the Administration Officer, the Administrative Assistant (Travel) will be responsible for the following duties:
Extract and input data from various sources in administrative, human resource, procurement and other WFP corporate systems;
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, record variations, update budget tables and consolidate data;
Review supporting documentation, verify claims for action and conformance with administrative rules and regulations and liaise with other offices as appropriate;
Make computations, calculations and estimates and prepare various reports or periodic reports including tables, charts, and statistics by providing basic analysis as requested;
Respond to queries from a variety of sources by providing information, advice and guidance on rules and regulations related to area of work or direct to the most appropriate source;
Draft routine correspondence related to the area of responsibility;
Design and update charts and tables utilizing graphic tools, design hard copy and computer resident forms; initiate, update and track computer assisted processing of administrative actions;
Assist with day-to-day administration of contracts with external contractors; check contractors’ invoices against the goods and services provided and process payments;
Search for, retrieve, compile, assemble and archive a variety of statistical data from computer files, records, reports or from other sources for internal/external use; Provide analysis as requested;
Provide information related to the above functions and exchange a variety of statistical information;
Coordinate extensively with service units and liaise frequently with staff both at the duty station and outside the duty station of assignment;
Work as petty cash cashier;
Set up, classify and maintain files;
Initiate and modify automated transactions;
Make travel arrangements for all staff. This includes making reservation for tickets, ensuring that tickets are collected and given to the passenger in good time, and that all travel is in accordance with the WFP travel guidance;
Liaise with travel agents and ensure that the Programme gets the best service and price for all travel;
Maintain database on all staff travel and costs including an updated list on all staff on travel; assist in providing staff with information regarding requirements for travel both within the country and abroad;
Maintain travel control records;
Initiate and process travel requests and claims;
Review all travel claims submitted by staff for reimbursement;
Train staff in the country office engaged in the processing of travel documents in the procedures, rules and regulations and in the administration of documentation;
Brief/debrief staff members on issues relating to a variety of administrative areas, e.g., visas, licenses, security, documentation procedures and practices, administrative procedures, etc;
Provide assistance in arranging for meetings and workshops including, advising staff on suitable locations for the meetings, making preliminary bookings, liaising with the hotels and providing any administrative assistance required for the meeting e.g. availability of equipment and communication facilities at meeting venues;
Assist in the preparation of office budgets on travel costs and maintain necessary budgetary control records;
Maintain a database on travel costs for the different trips undertaken to assist finance in budgeting for travel;
Perform other related duties as required.
Produces organized, quality technical and/or procedural work with well documented records conforming to required format and with well analyzed data. Demonstrated competence in required processes where actions are interlinked with other entities or interaction requested with specialized staff; General processes are completed using full knowledge and understanding of a body of rules, practices, policies and procedures, or quality technical support is provided to specialized activities; May provide on-the-job training and guidance on office practices to staff in lower grades.