Administration (Travel) Sc G

DEADLINE FOR APPLICATIONS

31 January 2025-23:59-GMT-03:00 Brasilia Standard Time (Sao Paulo)

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:
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.

**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;
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