Management Services Associate- Travel, Protocol & Fleet, G6

job Description

ORGANIZATIONAL CONTEXT
The United Nations World Food Programme (WFP) Zimbabwe works in partnership with the Government of Zimbabwe, humanitarian and development actors, the private sector, and local communities to address immediate food needs while supporting long-term solutions to hunger and malnutrition.

WFP’s portfolio in Zimbabwe is guided by its Country Strategic Plan (CSP 2022–2026), which aligns with national development priorities and the United Nations Sustainable Development Cooperation Framework. The CSP focuses on four key areas:

Crisis Response: Providing emergency food assistance during critical periods such as the lean season, with a focus on protecting lives and livelihoods, particularly in response to climate shocks like droughts and floods.

Resilience Building: Supporting communities to strengthen food systems, improve agricultural productivity, diversify livelihoods, and build resilience to climate change through integrated rural and urban programmes.

Nutrition Improvement: Addressing malnutrition, particularly among children, pregnant and breastfeeding women, and people living with HIV, while promoting healthy diets and social behaviour change.

Capacity Strengthening: Enhancing the capacity of government institutions to manage food security and nutrition programmes, social protection systems, and emergency preparedness and response.

WFP Zimbabwe is a key partner in supporting the Government’s Food Deficit Mitigation Strategy (FDMS), advancing localization through partnerships with local organizations, and driving innovation in digital solutions, youth empowerment, and private sector engagement. WFP continues to deliver life-saving assistance and invest in long-term, sustainable food security solutions for vulnerable Zimbabwean communities.
This position is based in Harare and reports to Management Services Officer.

THE ROLE:
To coordinate and provide administrative and operational support across Travel, Protocol, and Fleet Management within the Management Services function. The incumbent will ensure high-quality service delivery, contribute to policy compliance, and support innovations that enhance operational efficiency in support of WFP’s programmatic and strategic objectives.

Duties and Responsibilities

-Coordinate all official travel arrangements (local and international) in line with WFP travel policies and procedures, ensuring value-for-money and traveler safety.
-Oversee travel planning, ticketing, visa arrangements, security clearances, and compliance with travel entitlements.
-Ensure accurate and timely processing of travel authorizations and travel expense claims in corporate systems (e.g., WINGS/SAP, TRIP).
-Maintain updated travel data and generate reports for management insights and compliance reviews.
-Facilitate the acquisition and renewal of diplomatic privileges and immunities including residence permits, diplomatic cards, customs clearances, and duty-free privileges for eligible international staff.
-Serve as focal point with host government departments (e.g., Ministry of Foreign Affairs, Immigration) and UN counterparts on protocol matters. Support coordination of high-level visits and missions by managing arrival/departure logistics, clearances, and hospitality arrangements.
-Coordinate fleet operations, including assignment and maintenance of WFP vehicles, fuel management, and driver scheduling in alignment with safety and cost-efficiency principles.
-Monitor vehicle performance data, oversee timely servicing/repairs, and ensure compliance with WFP vehicle usage policies.
-Collaborate with Logistics and Security units to ensure optimal fleet availability and vehicle tracking, including use of Fleet Management Systems.
-Monitor and process procurement, financial, and HR-related actions relevant to the portfolios, ensuring accurate and timely system entries.
-Collate and analyze data, prepare consolidated reports, and contribute to decision-making and efficiency gains.
-Recommend process improvements and adopt digital tools to enhance service delivery and accountability.
-Support emergency preparedness and response operations by facilitating mobility, clearances, and logistical coordination.
-Provide guidance and on-the-job training to junior staff and support capacity-building across the unit.
-Participate in inter-agency collaborations and UN Reform initiatives, promoting common services and operational efficiencies.

Qualifications and Experience

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
Experience: Six or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.

Knowledge and Skills:
• Has demonstrated a sound understanding of WFP administrative operating standards and awareness of international humanitarian development issues through day-to-day work.
• Has provided ad-hoc guidance to new staff members.

Language: General Service (Headquarters): Fluency (level C) in English language. Fluency (level C) or intermediate knowledge (level B) of another official language may be required depending on the location of the post or area of responsibility.

General Service (Field): Fluency in both oral and written communication in the UN language in use at the duty station and in the duty station’s language, if different.