World Food Programme - Recent Job Vacancy Nepal - Travel Coordinator (Management Services Associate

Nos. of Opening : Few
Location : KATHMANDU
Experience : 5 years +
Qualification Degree : Completion of secondary school education with a post-secondary certificate. Preferably a first university (Bachelor) degree in the related functional area.
Salary : Negotiable
Category : Travel / Tour / Ticketing
Nature : Contract

Job Description

KEY ACCOUNTABILITIES/RESPONSIBILITIES (not all-inclusive, nor exhaustive):

Coordinate travel support within the Management Services portfolio to ensure efficient and high-quality service delivery.
Monitor travel related resource needs and assist in identifying new requirements to enhance operational efficiency and cost-effectiveness of services. Review and recommend improvements to travel procedures.
Collate and analyse monthly and yearly travel data and prepare and/or consolidate travel reports to contribute to decision-making and efficient management of resources.
Monitor and process actions concerning travel related procurement, finance and other relevant areas. Liaise with third-party travel contractors to enable efficient services and prices for official duty travels as per WFP liability.
Utilise digital tools and technology applications to improve working practices and customer service, and effectively adopt new technologies that are introduced at the workplace.
Process Trip documents for international air ticket issuance ensuring correct DSAs and process appointment and repatriation travels for consultants.
Participate in the preparation of inter-agency initiatives as part of UN Reform to achieve cost savings and enhancement of service quality.
Train and guide the travel related Business Support Assistants within other functional units in the area of work ensuring travel objectives are met in line with required standards. Provide orientation to all staff to improve understanding of WFP travel regulations, policies, procedures, processes, standards, and systems.
Provide support to emergency preparedness and response by allocating resources, offering analytics, and providing travel related services.
Act as security focal person. Support in accurate collating of information from UNDSS and sending to senior staff and the management to support decision making. Liaise with UNDSS in order to co-ordinate with local administration, security and law enforcement authorities, communities, UN/NGO security staff and other actors for safer programme delivery.
Review security related information (e.g. security incidents and events, security support to daily activities, etc.) and use corporate or local information management tools to produce a range of reports.
Update the security focal point at the Headquarters/Regional Security Advisor on security developments.
Plan and co-ordinate staff activities during field missions and perform security assessments within the area of responsibility to support safe and effective programme delivery.
Assist the Country Office management on security risk management matters and safety issues in compliance with the United Nations Security Management System (UNSMS) and support the implementation of risk management mitigation measures, including Minimum Operational Security Standards (MOSS) to ensure compliance.
Support the maintenance and management of security equipment and make recommendations to strengthen technology capacity in line with business requirements.
Monitor and ensure that all access control procedures are effective and stringently followed by all staff and visitors, in order to maintain a safe and secure environment.
Attend security meetings and coordinate with security focal points of other UN Agencies as and when required.
Deliver security training to staff and review security training needs to develop measures to meet business requirements.
Act as alternate in absence of Fleet Focal Point and perform duties as required.

Job Specification

QUALIFICATIONS & EXPERIENCE REQUIRED:

Education: Completion of secondary school education with a post-secondary certificate. Preferably a first university (Bachelor) degree in the related functional area.

Experience:

At least six years of relevant experience in travel related support services.
General knowledge of procedures and systems used in security.
Sound understanding of general travel regulations, procedures, processes, standards and systems.

Desired Knowledge & Skills:

Sound knowledge of travel related functions gained through relevant technical training or experience.
Ability to monitor and record travel related financial transactions.
Has experience in collating data and preparing reports pertaining to admin portfolio such as travel & fleet.
Has experience in coordinating the work of others and providing guidance and training.
Has experience working with teams across different functional areas.
Ability to manage emergency situations and remain calm.
Excellent communication skills to maintain frequent correspondence with both, internal staff and external authorities.
General knowledge and understanding of security administration, risk assessment and co-ordination with local authorities and local law enforcement agencies.
Attention to detail and constant vigilance in order to promptly detect any breach in security measures.

Languages: Excellent communication skills in both written and spoken English and Nepali languages.

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Organization Summary

The World Food Programme is the food assistance branch of the United Nations and the world's largest humanitarian organization addressing hunger and promoting food security.

Industry Type NGO / INGO / Social Work

Location Kathmandu

Organization Size 1-10