Travel Assistant

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind. The Regional Office for the Near East and North Africa (RNE) is responsible for leading FAO's response to regional priorities for food security, agriculture and rural development through the identification, planning and implementation of FAO's priority activities in the region. It ensures a multidisciplinary approach to programmes, identifies priority areas of action for the Organization in the region and, in collaboration with Divisions/Offices/Centres at headquarters, develops, promotes and oversees FAO's strategic response to regional priorities. RNE also advises on the incorporation of regional priorities into the Organization's Programme of Work and Budget and implements approved programmes and projects in the region, monitors the level of programme implementation and draws attention to problems and deficiencies. RNE develops and maintains relations with regionwide institutions including the Regional Economic Integration Organizations (REIOs).

The post is located in the Regional Office for the Near East and North Africa (RNE) in Cairo, Egypt.

Main Purpose

The Travel Assistant coordinates and performs the full range of travel and shipping support and administrative processing functions. He/she ensures quality, transparency and consistency of data, processes and services provided within his/her area of responsibility and contributes to the smooth functioning of the work of the unit.

Supervision Received/Exercised

The Travel Assistant reports to the National Professional Officer in RNE. The incumbent operates independently and takes decisions on work priorities. Supervision received is focused on the quality of work output. He/she provides guidance and advice to other travel support staff.

Working Relationships The Travel Assistant works closely with a wide range of colleagues and clients in the Organization, with clients' offices and staff in handling and coordinating travel support services and providing procedural guidance and information.

Key Functions/Results

• Process travel expense claims, including verification of travel performed against entitlement and computation of costs within FAO liability. • Identify/claim refunds of travel costs from carriers, travel agents or travellers and take necessary follow-up action. • Process lump sum payments and post-factum claims, verifying correctness with FAO travel agent in cases of complex fares. • Assist in providing guidance and advice on travel rules and procedures to SSC/Divisions, Offices, Centres/Field Offices staff. • Manage the Travel e-mail account concerning queries on travel-related payments/recoveries/entitlements from travellers/SSC/Human Resources Division/Field Offices. • Verify correctness of records related to travellers in corporate systems to ensure proper accounting transactions relating to claimant staff members and consultants. • Review the daily rejections list relating to travel payments, investigating and checking incorrect entries. • Review and reconcile monthly recoveries report for submission to Accounts Receivable, taking corrective action where necessary and validating items for recovery. • Assist Accounts Payable in clearing consultants' honoraria payments, providing details relating to travel expense claim (TEC) deductions and/or follow up actions with Divisions/Offices/Centres regarding outstanding TECs, performing any accounting adjustment. • Address/initiate requests and tasks in Service Now customer portal. • Support corporate initiatives in accordance with the Corporate Environmental Responsibility Strategy to reduce emissions, increase efficiency and integrate sustainability. • Perform other duties as required.

Impact Of Work

The incumbent's work impacts directly on the smooth operation and performance of the work unit. He/she plays a lead role in the provision of travel and shipping support services for successful achievement of the organizational unit's mandate.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary School Education. Experience: Four years of relevant experience in office/travel/shipping/logistics and/or accounting support work. Languages: Working knowledge (proficient - level C) of English. IT Skills: Very good knowledge of MS Office applications, Internet and office technology equipment.

Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit and reside within commuting distance of the duty station at the time of the application. "Commuting distance" means the distance within which staff members can travel daily between their place of work and their residence.

Competencies

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

Technical Skills

• Very good knowledge of the essential elements of a range of financial/accounting/budgeting activities, including the relevant policies, rules and regulations. • Very good knowledge of Enterprise Resource Planning (ERP) corporate travel systems. • Very good knowledge of communication and documentation standards.

Desirable Qualifications And Skills

• Knowledge of and experience in international relocation and/or logistics industry. • Limited knowledge (intermediate - level B) of one of the other working languages of the Organization (Arabic, Chinese, French, Russian or Spanish). • Knowledge of the Corporate Environmental Responsibility.

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Added 3 hours ago - Updated 3 hours ago - Source: fao.org