National Project Personnel - Travel (2 positions)

Organizational Setting

The main aim of the FAO country offices, which are headed by an FAO Representative (FAOR) , 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. For the period 2022-2026, the FAO Office in Zimbabwe is supporting Government efforts through the Country Programme Framework (CPF) which is based on three pillars: (i) promotion of inclusive agrifood food systems; (ii) building resilience to climate change, agricultural treats and crisis (iii) support to the sustainable management of natural resources. The position is located in the Zimbabwe country office in Harare.

Reporting Lines

The incumbent will work under the overall supervision of the FAO Representative in Zimbabwe, and direct supervision of the International Administrative Officer.

Technical Focus

Provides routine travel support services involving preparation of Travel Authorisations (TAs) and Travel Expense Claims (TECs).

Tasks and responsibilities

• Initiates travel authorizations ensuring adherence to travel plans, security clearances, terms of references and liaison with travel agencies; • Processes travel expense claims, in accordance with the organization's rules and policies; verify travel performed against appropriate entitlements; • Identifies, review and claim refunds of travel costs from travel agents or travelers and take necessary follow up action; • Process authorized lump sum payments, travel advances and post-factum travel claims and verify their correctness; • Provide travel assistance to staff on a day to day basis for travel arrangements and entitlements based on the organization's rules and policies; liaise with relevant travel agents to ensure that the organization obtains the best service and price for all travel; • Brief/de-brief staff members on issues relating to related administrative matters such as visas, security clearance, documentation procedures ,etc. • Extracts, inputs, maintains and verifies correctness of travel records in the organization's corporate travel system to ensure proper accounting transactions related to travel costs and staff travel; • Assists in the preparation of budgets on travel costs and maintains travel budgetary and statistical control records; • Assists in clearing outstanding travel-related balances through reviewing travellers’ recovery lists and taking the necessary follow-up action • Arranges and coordinates training venues and accommodation for invited participants to trainings/workshops/seminars/meetings. In addition, ensure completion of security requirements by Travelers • In liaison with the Protocol focal point, prepares requests for travel visas, and follow-up regarding their issuance from the Ministry of Foreign Affairs. • Supports the collection of information for DSA, travel agencies and other administrative surveys; • Collaborates with other UN agencies, Local authorities and implementing partners on issues relating to travel administrative matters through information exchange. • Liaises with In-house travel agent on all matters pertaining to travel, ensuring the economical routings/fares are used. • Any other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Secondary education and a Diploma with knowledge related to administration, finance, accounting and travel. A degree will be an added advantage • Two years of relevant experience in office / administration / or accounting support work • Working knowledge (Level C) of English • National of Zimbabwe

FAO Core Competencies

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

Technical Skills

• Ability to work effectively in a team environment • Knowledge of UN administrative procedures would be an asset • Good knowledge of financial rules and regulations, accounting policies and practices • Good knowledge of Enterprise Resource Planning (ERP) corporate travel systems

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.