Administration (Travel) SC G

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 world’s 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 WFP's 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: https://www.wfp.org and 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).

Location: Brasília, Brazil

Application Deadline:  31/01/2025

Type of Contract: Service Contract

Level: SB4-2

Duration:  06 months (with the possibility of extension)

Background

The Centre is an innovation that seeks to respond government demands for technical support to strengthen their national capacities and knowledge on sustainable school feeding and to support them in the design and management of healthy and sustainable national school feeding and other hunger programmes. 

At WFP Brazil, we are looking for talented professionals to support Administration and Procurement team in Brasilia. As Travel Associate, you will work under the general supervision of the Finance and Administration Officer, and work in close collaboration with the Procurement Associate.   

Duties and Responsibilities

Accountabilities: The Travel Associate will carry out various tasks pertaining to Travel, Administration and Procurement. Within delegated authority and in accordance with respective WFP manuals, rules and regulations, you will provide effective support to the office on the following travel, administration and procurement activities:

• Check the provision of a range of travel services, relevant training and updates on related travel platforms and system (We-Travel, WINGS, etc), maintaining information to contribute to the provision of safe travel arrangements according to rules and regulations;
• Prepare trip documents in ERP system, make travel and events arrangements to support travel for the staff, stakeholders, study visits and other events;
• Support travelers and staff with Visa and Protocol arrangements;
• Be a first point of contact for internal queries related to travel, to facilitate the provision of efficient and effective resolution of daily issues;
• Collate and process information including dissemination to support the production of standard documents and reports for the unit, to enable decision-making and the effective management of resources;
• Maintain updated database of users in the Travel Agency system. Consult and generate period reports for the office management;
• Contribute to the regular review of business processes and standard operating procedures of office travel, administration and procurement procedures to support the continuous improvement of services provided;
• Organize trainings sessions for other staff on Travel procedures, policies and tools;
• Act as a Vendor focal point for Companies and Individuals when allowed;
• Review contracts and agreements within administration framework;
• Provide analysis, forecasts and produce reports on Travel Services and market;
• Elaborate proposals and implementation of cost saving and reduction strategies in consultation with office management;
• Participate in Operations Management Team-OMT’s working groups as required;
• Work in close collaboration with Finance and backstop colleagues in the Operations Unit performing other related duties as required;
• Act as an alternate for the Procurement Associate;
• Review and evaluate incoming supply requisitions and requests to ensure quality and adequacy of information, specifications, appropriateness of requests, quantities, delivery dates, budgets and guide and support on purchase requisitions;
• Organize supply/procurement processes files and prepare supporting documents to the Procurement Authority/Contract Review Committee;
• Draft and prepare tender invitations;
• Draft and prepare Purchase Orders on the system;
• Assist with all relevant information for adequate PR and Micro Purchase Order arrangements with Requesting Unit;
• Support the coordination of events, workshops and seminars, and coordinate related logistic matters.

Expected Results:

At this level job holders are expected to take responsibility for completion of a range of Travel, Administration and Procurement support activities requiring a good interpretation of standard guidelines/practices. Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to more junior colleagues.

Minimum qualifications:

Education: University degree in business administration, tourism/travel management or other related fields. A post-secondary certificate in the related functional areas is desirable and it is an advantage in one or more of the related disciplines.

Experience:

Minimum 3 years of progressively responsible work administrative experience related to the activities mentioned, including at least one year in the field of Travel, Administration and/or Procurement.

Language requirements:

Fluency in both oral and written communication in Portuguese and English, including ability to draft written correspondence in these languages. Fluency in Spanish and/or French is considered an asset.

Knowledge:

• Previous experience with ERPs and proficiency in Microsoft Office package (Word, Excel and Power) Point. Knowledge and practical use of SAP is an advantage;
• Knowledge of policy and procedures related to contract management, incl. oversight of the Long Term Agreement (LTA), UN airline agreement management covering all major and rail providers; ability to negotiate airline discounts;
• Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

Capability Name and Description of the behaviour expected for the proficiency level

• Internal Controls & Compliance - Demonstrates basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability to WFP's critical activities.
• Performance Budgeting, Analysis & Reporting - Demonstrates participation in business planning efforts by developing basic project-level budgets and forecasts, incorporating information from various sources as appropriate to monitor KPIs.
• Resource Management - Demonstrates ability to track and compile reports on resource usage.
• Encourage innovation & creative solutions - Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.

Remuneration package

For this position, the incumbent is entitled to a gross monthly salary of BRL 10,712.19. WFP also pays the local social security plan (INSS). The contract includes a co-participative international health insurance plan to the employee and dependents (spouse and children), and a death and disability plan to the employee.

Candidates must have Brazilian Nationality or be legally authorized to work in the country.

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REASONABLE ACCOMMODATION

WFP is dedicated to fostering diversity, equity, and inclusion. Our recruitment process is inclusively crafted to welcome candidates of all backgrounds, celebrating diversity and ensuring a respectful environment for all. We aim for an accessible and fair recruitment journey. Should you need any reasonable accommodations or have accessibility concerns, please reach out to us confidentially at global.inclusion@wfp.org. Our DEI team is here to ensure your full participation in our recruitment process.

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

• We strongly recommend that your profile is accurate, complete, and includes your employment records, academic qualifications, language skills and UN Grade (if applicable).

• Once your profile is completed, please apply, and submit your application.

• Please make sure you upload your professional CV in the English language

• Kindly note the only documents you will need to submit at this time are your CV and Cover Letter

• Additional documents such as passport, recommendation letters, academic certificates, etc. may potentially be requested at a future time

• Please contact us at global.hrerecruitment@wfp.org in case you face any challenges with submitting your application

• Only shortlisted candidates will be notified

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.