Travel Assistant (Travel And Transportation Unit)

Overview

Support administrative functions of the Travel and Transportation Unit.

You have:

• Secondary School Education.
• Three years of relevant experience in office / administration / travel / or accounting support work.
• Working knowledge (proficiency - level C) of English.
• Very good knowledge of MS Office applications, Internet and office technology equipment.
• Familiarity with UN or FAO travel policies, rules and procedures.
• Experience in data entry, records management and generating reports from ERP or travel management systems.
• Experience working in an international organization or multicultural environment.

Organizational Setting

FAO's commitment to environmental sustainability is integral to our strategic objectives and operations.

The Logistics Services Division (CSL) is responsible, inter alia, for ensuring effective and efficient administration and enabling functions to support the Organization's programmes in achieving the Strategic Objectives while meeting the requirements of Members, UN partners and resource partners.

The position is located in the Logistics Services Division (CSL) at FAO headquarters in Rome, Italy.

Main Purpose

The Travel Assistant (Travel and Transportation Unit) supports the administrative functions of the Travel and Transportation Unit (CSLDT), including travel support services for the entire work unit. He/she performs a large variety of routine functions assisting with the processing of transactions and the use of corporate travel systems, requiring overall knowledge of relevant policies, procedures and systems. The incumbent ensures quality and consistency of processes and provides procedural guidance to clients and travel support staff.

Supervision Received/Exercised

The Travel Assistant (Travel and Transportation Unit) reports to the Travel and Transportation Officer, CSL. He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.

Working Relationships

The Travel Assistant (Travel and Transportation Unit) interacts with a wide variety of colleagues from within the work unit and with immediate clients from within the Organization, providing routine travel support services.

Key Functions/Results

• receive and review incoming requests and provide answers to standard queries relating to FAO's travel programme, policies and procedures. • track and maintain data records related to travel unit activities. • assist with data collection, generate reports and other information required to support FAO's travel programme. • assist with provision of data to internal and auditors and implementation of audit recommendations. • log and track issues with travel systems, draft system change requests for approval and participate in the testing of system changes and fixes. • track and monitor service issues with the contractors managed by the unit and follow up for timely resolution. • participate in the development, coordination and delivery of travel programme related training. • provide inputs for system testing, design and procedural changes and perform user acceptability tests of all travel system changes. • process and prepare Import License Requests for staff entitlement related shipments and liaise with the Italian Ministry of Foreign Affairs on all matters relating to import licenses. • provide administrative support to the Travel Unit and assist head of unit to manage the activities of the Unit. • perform other related duties as required.

Impact Of Work

The incumbent's work impacts on the timely and efficient delivery of the immediate work unit's travel support services.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary School Education. Experience: Three years of relevant experience in office / administration / travel / or accounting support work. Languages: Working knowledge (proficiency - 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 valid visa to work or a valid 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

• Good knowledge of financial rules and regulations, accounting policies and practices • Good knowledge of Enterprise Resource Planning (ERP) corporate travel systems. • Good knowledge of communication and documentation standards.

Desirable Qualifications And Skills

• Familiarity with UN or FAO travel policies, rules and procedures. • Experience in data entry, records management and generating reports from ERP or travel management systems. • Experience working in an international organization or multicultural environment.

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Potential interview questions

Added 11 days ago - Updated 7 hours ago - Source: fao.org