National Project Personnel -Administration (Contract Management- Travel related service )

Organizational Setting

The position is located in FAO Representation office, Islamabad. The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors and to use their environmental and natural resources in a sustainable manner.

Reporting Lines

Under the overall guidance of the FAO Representative in Pakistan, Direct Supervision of Assistant FAO Representative (Administration) and in close collaboration with International Procurement officer, the incumbent will carry out the following tasks:

Technical Focus

Liaise with the field offices for the travel plans and coordinating with the vendors for provision of services.

Tasks and responsibilities

• Contact Manager for travel related services such as the Rental of vehicles, travel arrangements, etc for all FAO projects locations. • Ensure the selected Vendor delivers the services being performed in accordance with the terms and conditions stipulated in the contract • Provide guidance and advice to the staff for rental vehicle matters • Monitor usage of the rental according to PO committed days/KMs and processing of payments with proper documentation and record • Manage all rental issues happening in the field, coordinate with the vendor and resolve timely in consultation with the procurement unit • Process the invoices with properly verified documentation, in order to minimize the risk of errors and prevent submission of incorrect or fraudulent requests • Coordinate with travel agents for getting the quotation on a competitive process to get tickets. • Timely process the travel invoice, reconcile monthly ticket invoices, and follow up with travel agent. • Process Performance Evaluation for Contracted Services yearly • Escalate to Procurement or Senior Management extended challenges in a timely manner • Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Master’s degree in management, accounting, business administration or related areas; • Minimum Five years of progressively responsible experience in administration, travel management; • Working knowledge of English; • National of Pakistan.

FAO Core Competencies

• Results Focus • Teamwork • Communication • Building Effective Relationships • Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Strong communications skills; • Thorough knowledge of financial rules and regulations, accounting policies and practices, communication and documentation standards; • Thorough knowledge of corporate computerized financial / travel systems; • Thorough knowledge of organizational structure, administrative procedures and policies, and matters of protocol • Remain open to change and ability to manage complexity; • Good computer and presentation skills (Word, Excel, Desk Top Publishing (DTP), Power Point etc).

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• Incomplete applications will not be considered. If you need help please contact: [email protected]
• Applications received after the closing date will not be accepted
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.