Management Services Assistant (Travel) (G5) (Damascus CO) VA009-2026
BACKGROUND AND PURPOSE OF THE ASSIGNMENT:
As Syria navigates a new chapter marked by historic opportunities and enduring challenges, the scale of humanitarian needs remains overwhelming. Today, more than 70 percent of Syria’s population continues to depend on some form of humanitarian assistance. Over half of the population is grappling with food insecurity, with nearly 3 million people facing severe food insecurity. Around 7 million people remain displaced internally, while more than 4 million are refugees in neighbouring countries. Since December 2024, hundreds of thousands of refugees and internally displaced Syrians have begun returning to their areas of origin. Many more plan to return and will require vital support as they reintegrate.
The United Nations World Food Programme (WFP) is the largest humanitarian agency operating in Syria since 1964 and is uniquely positioned to support Syrian communities in their recovery through its expansive reach and scale. WFP’s interventions prioritize emergency relief and resilience-building efforts focused on the most severely food insecure populations. Additionally, WFP is a key actor in the country’s social protection sector also plays a vital role in strengthening Syria’s social safety-net systems.
Operating under its 2022-2026 Interim Country Strategic Plan (iCSP), WFP addresses the growing food and nutrition needs livelihood, resilience and early recovery, and reviving food systems, in close collaboration with the Syrian government, humanitarian and development stakeholders.
CONTRACT DETAILS:
Contract Type: Fixed Term (G5)
Duration: 12 months
Duty Stations: Damascus Country Office
Number of required employees: 1
JOB PURPOSE:
To support the effective and timely delivery of high‑quality, client‑focused administrative and travel services that enable WFP Syria to implement its life‑saving and resilience‑building activities. The Management Services Assistant contributes to efficient travel management, ensures compliance with WFP policies, and supports operational continuity in a context of large‑scale humanitarian needs and ongoing population movements across the country
ACCOUNTABILITIES/RESPONSIBILITIES: (not all-inclusive, nor exhaustive);
Act as the key Travel Focal Point (TFP) for the Country Office and primary liaison with the Travel Management Company (TMC) and airlines.
Reserve domestic and international air tickets according to WFP/UN standards for all WFP Official Missions and Assignments
Process and monitor Travel Authorizations (TAs) for national and international staff in the required systems, ensuring all mandatory supporting documents are correctly uploaded.
Ensure all travel requests comply with WFP/UN travel rules, including correct application of DSA, Terminal Expenses, and accommodation standards when processing Travel Expense Claims.
Follow up with Travelers and Field Offices to ensure that all travel related actions including amendments, extensions, and cancellations are completed accurately and within the required timeframe.
Monitor outstanding travel actions including open items in the required system and follow up on TRIP releases, coordinating with Finance to finalize all travel related payments.
Review and process payments to travel agencies, verify invoice accuracy, and forward them to Finance for timely settlement.
Assist in preparing the travel budget and maintain accurate budgetary control and expenditure records.
Prepare monthly travel reports and ensure all trips and travel files are closed according to established schedules.
Provide guidance and support to staff and offices on WFP travel procedures, including planning and coordinating group or event travel activities.
Perform any other related duties as required and other duties to support the Management Services Unit
Education:
Completion of secondary school education or post-secondary certificate in the related functional area.
Experience:
At least 5 years of responsible experience in Administration, Project Management, HR, Finance, Business Support or Travel related domains.
Knowledge & Skills:
Proficient in the use of office equipment and computer software packages, such as SAP Systems and Microsoft Office Packages
Ability to identify data discrepancies and rectify problems requiring attention to detail
Knowledge of work routine and methods to complete processes under minimal supervision.
Demonstrate excellent communication and interpersonal skills when liaising with internal and external clients.
Participate in open dialogue, and values the diverse opinion of others, regardless of background, culture, experience, or country assignment.
Ensure that all administration and documentation requirements are initiated and completed in a professional and timely manner.
Languages:
Fluency in both oral and written communication in English & Arabic languages
Note: General Service positions are locally recruited. Only candidates who are nationals of the duty station country or who already hold valid work authorization are eligible for consideration.
