National Project Personnel - Travel Specialist

Organizational Setting

FAO assists governments to develop policies, programmes and projects to address hunger and malnutrition, and provides technical support for the sustainable development of their agricultural, fisheries and forestry sectors and to respond to cries. FAO in collaboration with the Government of Malawi and with support of multiple development partners is implementing a wide range of activities to improve livelihoods of small-scale farmers as well as assisting a more inclusive and sustainable development in the country. FAO Malawi is currently supporting the Government to strengthen community-based resilience in vulnerable rural areas, facilitate a more sustainable management of natural resources and supporting nutrition-sensitive agriculture. Likewise, FAO provides and mobilizes technical assistance required by the country in areas related with agriculture production, agriculture economics and other areas relevant.

Reporting Lines

Under the overall supervision of the FAO Representative, the specific supervision of the Assistant FAOR-Administration and the direct supervision of the Section Head – Administration, the Travel Specialist performs routine finance and travel services and office support functions contributing to the smooth and efficient running of the organization.

Technical Focus:

The Travel Specialist will ensure quality and timely completion of travel related transactions for both local and international travel for staff and FAO partners on mission.

Tasks and responsibilities

The incumbent will be required to undertake tasks as follows:

• Receive monthly travel plans from Heads of Units, consolidates them into one planning document and submits the same for approval in the last week of the month
• Receive approved Back to Office Reports (BTORs) and Travel Expense Claims (TECs) and reviews adequacy of documentation and amounts chargeable to projects or other funds codes.
• Post approved TECs in GRMS and submits hard copy documents for approval;
• Process International Travel Authorization Requests and Back to Office Reports (BTORs) for both staff and Implementing Partners i.e.
• Work with FAO approved Travel Agents to source travel quotations for travellers, procures air tickets.
• Process travel related documentation e.g. Purchase Requisitions and Purchase Orders.
• Assist with obtainment of visas for travellers in need.
• Seek official approval for Government travellers before travel commences.
• Assist in organizing accommodation and in-travel logistics for travellers.
• Work with Finance Section to ensure Daily Subsistence Allowances for international travellers is timely provided.
• Receive Mission Reports and liquidation documents from international travellers and clears the travel advances in GRMS.
• Produce Weekly Statements on the status on Travel Advances; investigate all overdue LTAs and TECs.
• Provide daily supervision of the Travel Assistant
• Perform any other related duties as required

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Education and Experience

• Minimum of a Degree in Accounting, Business Management or its equivalent.
• Minimum of five years of experience in administrative/ finance and office support work
• Working knowledge (level C) of English language, and excellent communication in the language of the duty station.
• National of Malawi

FAO Core Competencies

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

Technical/Functional Skills

• Good knowledge of MS Office applications, Internet and office technology equipment.
• Good knowledge of accounting systems and process flows.
• Good knowledge of corporate financial/travel and administrative procedures and policies.
• Proven ability to work as a member of a team with diverse backgrounds;
• Ability to pay attention to detail;
• Computer literacy
• Ability to be multi-tasked and to handle large volumes of work in an effective and timely manner.
• Excellent oral and written communication skills.

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.