Administrative Associate (admin/travel),

Organizational Context

The World Food Programme (WFP) is the world's largest humanitarian organization, dedicated to saving lives in emergencies and building pathways to peace and prosperity. WFP utilizes food assistance to support people recovering from conflict, disasters, and climate change impacts. We are committed to a diverse, skilled, and high-performing workforce operating in an inclusive environment, embodying our core values.

Job Purpose

The Administrative Associate (Admin/Travel) will provide essential support and perform administrative duties for WFP Country Office Nepal. This role serves as the focal point for all travel arrangements and coordinates crucial security-related support services with the United Nations Department of Safety and Security (UNDSS). The incumbent will be responsible for implementing security measures, managing travel logistics, processing trip documents, and ensuring compliance with travel regulations and security protocols. This position requires a proactive individual who can adapt to unforeseen challenges, contribute to process improvements, and effectively liaise with internal and external stakeholders to ensure efficient and high-quality service delivery, including supporting emergency preparedness and response efforts.

Responsibilities

The Administrative Associate (Admin/Travel) role at the World Food Programme (WFP) in Nepal involves providing comprehensive administrative and travel support. Key responsibilities include coordinating administrative and technical services within the Management Services portfolio to ensure efficient service delivery. This involves monitoring resource needs for travel, security, facilities, and assets, and recommending improvements to standard operating procedures. The role requires collating and analyzing data to prepare reports for decision-making and resource management. It also entails processing procurement and financial actions, liaising with third-party contractors, and managing international air ticket issuance with correct Daily Subsistence Allowances (DSAs). A significant aspect of the job is acting as the security focal person, coordinating with the United Nations Department of Safety and Security (UNDSS) for security measures, analyzing security information, and reporting developments. This includes liaising with local authorities and other UN agencies for safer program delivery, supporting security risk management, and ensuring compliance with security standards. The position also involves training and orienting staff on WFP travel regulations and security procedures, and potentially acting as an alternate Fleet Focal Point. The role demands initiative, judgment in problem-solving, and the ability to adapt and improve systems, often requiring reporting for duty on short notice.

Work Experience

Requires at least six years of relevant experience in travel and administrative support services. Must have a strong understanding of travel regulations, policies, procedures, and systems. General knowledge of security, asset, and facility management procedures is also needed. Desired skills include financial transaction monitoring, data collation for reports, coordinating and training others, working across teams, managing emergencies calmly, excellent communication, and attention to detail for security vigilance.

Skills

Administrative Support, Travel Coordination, Security Coordination, Data Analysis, Report Preparation, Procurement Monitoring, Financial Transaction Monitoring, Digital Tool Utilization, Emergency Preparedness, Risk Management, Inter-agency Collaboration, Training and Guidance, Access Control Management, Fleet Management Support, Policy Adherence

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