Please note that this vacancy announcement is being issued internally and externally. ORGANIZATIONAL CONTEXT Global hunger has reached alarming levels in 2022, and WFP, the Nobel Peace Prize winner in 2020, remains dedicated and committed to address this global food crisis. The United Nations Humanitarian Response Depot (UNHRD) is a network of strategically located hubs established to support humanitarian organizations and the broader international community in responding to emergencies and crises. UNHRD provides essential services such as storage, easy access to critical supplies, and technical assistance. The position holder will work under the supervision of the UNHRD Brindisi Head of Management Services.
THE ROLE To support the head of Management Services in managing travel within the Brindisi hub and at Network level, coordinating the effective provision of services and maintaining high standards of accuracy and compliance in all administrative activities.
KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive):
1. Perform tasks and activities within administrative Services portfolio to support efficient and high-quality service delivery.
2. Collate data and prepare basic analysis to assist with the creation of reports to contribute to efficient management of resources.
3. Process routine actions related to administrative areas (travel, protocol, Fleet management service), contributing to the effective and timely recording of data in corporate systems.
4. Manage and maintain physical and digital records in accordance with established procedures to ensure swift and easy data access as required.
5. Be the first point of contact for UNHRD internal queries on travel and protocol, providing timely and accurate responses to facilitate efficient and effective resolution of daily issues.
6. Provide inputs and suggest improvements to procedures and practices to support continuous enhancement of services provided.
7. Liaise with other functions and third-party contractors to enable efficient service delivery.
8. Provide guidance to colleagues in starting travel document in the corporate system.
9. Any other duties required.
QUALIFICATIONS AND EXPERIENCE: Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
Experience: A minimum of five years of progressively responsible work experience in the relevant business stream, including experience in general administrative work. Experience with humanitarian organizations is desirable.
Knowledge and Skills: Essentials: Has demonstrated understanding of administrative regulations, policies, procedures, processes, standards, and systems.Has experience in collating data and preparing basic analysis pertaining to Administration portfolio such as management of travel, protocol or similar areas.Has supported staff by providing advice and guidance.Has experience working with teams across different functional areas.Stays focused and calm when under pressure and continue to deliver quality work.Adapts readily to change adjusting work as needed.Focused on meeting the needs of clients and providing high-quality services. Uses initiative and sound judgment to address and resolve issues.Collaborates effectively and respectfully with colleagues of the same and different units from diverse background/nationality/ages and belief to achieve organizational goals.Acts professionally with external partners.Desirable: Holding a travel or protocol Training certification or any similar administrative certification is an advantage.Experience working with Software as a Service (SaaS) platforms such as SAP software is an advantage.Language: Fluency (level C) in English language and in Italian. Knowledge of another UN language is desirable.
TERMS AND CONDITIONS WFP offers a competitive compensation package which will be determined by the contract type and selected candidate's qualifications and experience. Please visit the following website for detailed information on working with http://www.wfp.org. Click on: "Our work" and "Countries" to learn more about WFP's operations.
Applicants must be: Italian Residents holding a valid passport and/or identity card, and;Reside within commuting distance (100-kilometer radius or distance that can be covered within 1.5 hours by car or public transport under average conditions of traffic, weather, and roads) to the office location at the duty station World Food Programme, UNHRD Brindisi, Ex SS 16 Km 906.9, 72100 Brindisi, Italy). If not residing within commuting distance at the time of application, candidates must be willing to relocate to Brindisi, Italy, at their own cost before taking up the assignment. WFP shall not be responsible for any costs associated with such relocation nor shall WFP assist or otherwise be involved in obtaining residency status or legal work permits. Preference will be given to candidates who reside within commuting distance of Brindisi, Italy.Please note that applications should be sent in English. Only applications received in English will be considered.
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