Travel Assistant

Organizational Setting

FAO Azerbaijan Partnership and Liaison Office, in close cooperation with the government and its in-line Ministries/Agencies, contributes to the sustainable agri-food systems, and supports the government with addressing issues food security, agriculture and rural development, natural resource management in the country. FAO’s technical assistance, provided mainly through projects, includes institution building, development of knowledge and competencies, and exchange of experience among FAO member countries.

Reporting Lines

Under the overall supervision of the FAOR, and direct supervision of AFAOR the incumbent provides day-to-day assistance to travel, including the processing of TAs and TECs and provision of assistance in the use of corporate travel systems, to ensure the implementation of appropriate travel activities in conformity with the relevant rules, procedures and practices of the Organization.

Technical Focus

The Travel Assistant performs a large variety of routine functions managing and assisting the processing of tasks related to the travel.

Tasks and responsibilities

• Process Travel Authorisations (TA), in accordance with the organization’s rules and policies; verify required travel documents are submitted. • Process travel expense claims, in accordance with the organization’s rules and policies; verify travel performed against appropriate entitlements. • Identify, review and claim refunds of travel costs from travel agents or travellers and take necessarily follow up action; • Provide travel assistance to staff and travellers 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.; • Provide necessary information to the travellers to ensure safe and smooth travel, regarding visa and security requirements, lodging and transportation details and emergency contacts. • Coordinate the necessary administrative actions to enable the travels, such as preparation of Nota Verbale and proper coordination with relevant national authorities and responsible staff at UN; • Oversee the quarterly travel plans and follow-up with the programme team for proper and necessary updates; • Assist in getting visa grants, police registration and any other travel related government as well as national requirement. • Assist in clearing outstanding travel-related balances through reviewing travellers’ recovery lists and taking the necessary follow-up action; • Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in Tourism or Hospitality Management, business administration, international relations, sociology, social work. • A minimum of three years (3) working experience in organizational arrangements. • Working knowledge of English. • National of Azerbaijan.

FAO Core Competencies

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

Technical and Functional Skills

• Experience delivering similar tasks, and experience with UN systems will be considered an asset.

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.