Administration Assistant

World Food Programme, Egypt

Skill Required:, Business Development/ Resource Mobilization
Preferred Experience: 
5 years
Closing Date for Applications: 
11th November, 2019

Job Description

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


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.


  • Education: University degree in Business Administration, Commerce or any related field.
  • Experience: General experience in the Administration field including five or more years of experience in Travel Management; one or more years of experience in Event Management is desirable.
  • Language: Fluency in both English & Arabic languages

KEY ACCOUNTABILITIES (not all-inclusive)

Travel Management:

  • Management and Coordination of Travel Requirements
  • 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.
  • 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.
  • Prepare the TAs/TDs and DSA process for International Travels by the Staff members or mission members.
  • 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.
  • Highlight any risk area to the Admin. Officer related to the field of Travel Management and assist to take appropriate measures in mitigating risks.
  • Liaise with internal clients to ensure that proper information and documentations are received related to travel requests.
  • Assist Admin. Officer to prepare or revise the SOWs for the travel related suppliers and liaise with Procurement unit during solicitation processes.
  • Maintain all the travel related contracts and ensure that the contracts are renewed in a timely manner.
  • Support in evaluating the performance of travel service providers while renewing the contracts.
  • Process monthly subsistence allowance for the consultants and submit to Finance on time for processing payments.
  • Liaise with Finance team in reconciling all the invoices regularly to ensure timely processing of all invoices.
  • Advise all staff on travel policies and procedures as and when required.
  • Coordinate with the Fleet Assistant to allocate vehicles for field trips as planned and approved.
  • Ensure that the Travel SOP and Travel policies are properly adhered by staff and missions.
  • Act as alternate during the absence of other travel unit staff.


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