WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.

Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.

The United Nations World Food Programme is the world’s largest humanitarian agency fighting hunger worldwide.

The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.    

WFP’s Global Strategic Plan 2017–2021 aligns WFP with the 2030 Sustainable Development Agenda and Goals (SDGs). It focuses on ending hunger and contributing to a revitalized global partnership to implement the Sustainable Development Goals (SDGs). Further extensive consultation with the Government and other development partners in Egypt during the second half of 2017 to allow informing and formulating the WFP Egypt Country Strategic Plan for the next 5 years until mid-2023 in line with Egypt’s development priorities, the WFP Egypt Country Office has started implementing the Country Strategic Plan (CSP). The focus of the CSP remains on support to school meals and nutrition support for Pregnant and Lactating Women as integrated part of the national social protection scheme, food assistance for assets and resilience-promotion for smallholder farmers and support to vulnerable Syrian refugees and migrants. To sustain those planned interventions, WFP will be conducting joint monitoring activities with Government representatives of key line Ministries to enforce the concepts of participation, transparency and accountability to its partners. In addition, capacity development activities will be provided to national counterparts and cooperating partners to ensure efficiency, effectiveness and sustainability and raising their capacity to conduct monitoring at the local level

Why work at WFP?

Saving & changing lives :

• Make a difference the world will notice ;
• We are driven by our mission to fight world hunger and feed people’s dreams of a brighter future.

Global community :

• Build bridges that unite people across the world ;
• Being part of a global, diverse and multicultural community like WFP, will continuously expose you to new ideas and perspectives ;
• How we deliver our mission in deep respect for personal and cultural differences and close collaboration between every member of our global team, will certainly enrich your experience and knowledge on so many levels

Unlimited possibilities :

Job purpose :

Administration Assistant -Travel and Events Management- will manage the Travel Unit and reports directly to the Administration Officer and will be responsible for providing a full range of travel & events services for the CO operations and missions by :

• Managing Mission travel requirements through travel service providers ; preparation and submission of Travel Authorizations (TAs/Trip Documents) ; coordination of required vehicles and scheduling pick-up and drop-off times ;
• Reservation of hotel accommodation for staff and mission members; and ensuring all travel related files contain up to date information ;
• In addition to General accountabilities : Review of Travel KPIs, Vendor management, Events Management, and Contract Management, Travel planning and Projection.

Standard minimum qualifications :

Key accountabilities (not all-inclusive) :

Travel Management :

1. Management and Coordination of Travel Requirements ;
2. Receive travel plans from the units and consolidate the plan and analyze for the Admin. Officer to determine the plan for processing TDs, MPOs for hotels and travel agents to manage the travel plans for the CO operation ;
3. Prepare Trip Documents (TDs) and ensure that TDs are released and DSAs are processed before staff travels. Also ensure that all required documentations are attached with the Trip Documents before they are released and submitted to Finance ;
4. Prepare the TAs/TDs and DSA process for International Travels by the Staff members or mission members ;
5. Regular meetings with the suppliers (travel agents, rental car suppliers, hotel managements) to give CO feedback on their performances and ensure that the quality of services to WFP is well maintained at all times ;
6. Highlight any risk area to the Admin. Officer related to the field of Travel Management and assist to take appropriate measures in mitigating risks ;
7. Liaise with internal clients to ensure that proper information and documentations are received related to travel requests ;
8. Assist Admin. Officer to prepare or revise the SOWs for the travel related suppliers and liaise with Procurement unit during solicitation processes ;
9. Maintain all the travel related contracts and ensure that the contracts are renewed in a timely manner ;
10. Support in evaluating the performance of travel service providers while renewing the contracts ;
11. Process monthly subsistence allowance for the consultants and submit to Finance on time for processing payments ;
12. Liaise with Finance team in reconciling all the invoices regularly to ensure timely processing of all invoices ;
13. Advise all staff on travel policies and procedures as and when required ;
14. Coordinate with the Fleet Assistant to allocate vehicles for field trips as planned and approved ;
15. Ensure that the Travel SOP and Travel policies are properly adhered by staff and missions ;
16. Act as alternate during the absence of other travel unit staff.

Key accountabilities :

Events Management :

1. Actively support in planning and organizing of CO events with the Client Units ;
2. Assist other units in facilitating all supports during events ;
3. Provide physical support in the event venue to ensure that all administrative facilities are ensured by the service providers ;
4. Support government officials to prepare for getting visa when they are invited to represent Egypt in any international events.

Key accountabilities :

General Administration :

1. Act as alternate to the Admin. Assistant in other Admin. related including protocol tasks ;
2. Act as alternate for raising Admin. related PRs, MPOs and creator of SESs and GRNs for the goods/services received on Admin. commitments ;
3. Act as Security focal for Admin. Unit and raise to Admin. Officer all security related matters which affect the area of General Administration, Travel and Protocol.

4ps core organisational capabilities :

Purpose :

• Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives ;
• Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor ;
• Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates ;
• Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

People :

• Look for ways to strengthen people’s skills: Trains junior teammates on new skills and capabilities ;
• Create an inclusive culture: Seeks opportunities to work with people from different backgrounds ;
• Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work ;
• Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

Performance :

• 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 ;
• Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency ;
• Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments ;
• Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership

• Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor  ;
• Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals ;
• Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives ;
• Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.

Desired experiences for entry into the role :

• Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day to day work ;
• Has supported in providing ad-hoc guidance to new staff members.

Terms and conditions :

This is a oe year contract and extension is subject to satisfactory performance and fund availabilty .

Deadline for submittig the online application is on the 11th of November 2019

Female applicants and qualified applicants from developing countries are especially encouraged to apply

WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.

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.