Travel Assistant
Coordinate and perform travel support and administrative functions
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Overview
Coordinate and perform travel support and administrative functions
You have:
- Secondary School Education.
- Four years of relevant experience in office/travel and/or accounting support work.
- Working knowledge (proficient - level C) of English.
- Very good knowledge of the MS Office applications, Internet and office technology equipment.
- 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.
- Limited knowledge (intermediate - level B) of other FAO languages (Arabic, Chinese, French, Russian or Spanish).
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 Shared Services Centre (SSC) recommends and administers process management and procedures that need to be executed effectively; ensures the management of quality assurance activities associated with the transactional processes and implementation of service delivery; continuously improves the satisfaction of its customers, internal or external, while pursuing a continuous improvement agenda that will drive up service excellence while driving down the costs of service delivery through process standardization, process automation and self-service capabilities. The position is located in the Shared Services Centre in Budapest, Hungary.
Main Purpose The Travel Assistant coordinates and performs the full range of travel 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 a smooth functioning of the work of the unit.
Supervision Received/Exercised The Travel Assistant reports to a professional staff and receives guidance from a senior Travel Assistant/Associate. The incumbent operates independently and takes decisions on work priorities. Supervision received is focused on the quality of work outputs. 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 team/division/region, with client 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 taking 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/Field Offices staff; • Manage the Travel E-mail account concerning queries on travel-related payments/recoveries/entitlements from travellers/SSC/Human Resources Management 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 TEC deductions and/or follow up actions with Divisions regarding outstanding TECs, performing any accounting adjustment; • 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 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 and/or accounting support work. Languages: Working knowledge (proficient - level C) of English. IT Skills: Very good knowledge of the MS Office applications, Internet and office technology equipment.
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. • Limited knowledge (intermediate - level B) of other FAO languages (Arabic, Chinese, French, Russian or Spanish).
Potential interview questions
| Can you describe a challenging travel arrangement you coordinated and how you ensured it was successful? | This question evaluates your problem-solving skills and attention to detail in challenging situations. | Provide a specific example, emphasizing the steps you took and how you ensured smooth outcomes. |
| How do you prioritize multiple travel requests from different clients or departments? | The interviewer wants to understand your time management and organizational skills. | Pro members can see the explanation. |
| What steps do you take to ensure accuracy in travel expense claims? | Pro members can see the explanation. | Pro members can see the explanation. |
| How would you handle a situation where a travel policy is unclear to a staff member? | Pro members can see the explanation. | Pro members can see the explanation. |
| What software and tools have you used for managing travel and expense reporting? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 4 years ago
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Updated 1 year ago
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Source:
fao.org
