Administrative Assistant (Travel)

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through 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 Food and Agriculture Organization (FAO) of the United Nations is a specialized agency of the United Nations that leads international efforts to defeat hunger.

The Regional Office for Africa (RAF) 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 departments and divisions at Headquarters, develops, promotes and oversees FAO's strategic response to regional priorities. RAF 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. RAF develops and maintains relations with region-wide institutions including the Regional Economic Integration Organizations (REIOs).    
The Regional Office supports regional policy dialogue on food security, agriculture and rural development issues, facilitates the emergence of regional partnerships, and supports capacity development and resource mobilization for food security, agriculture and rural development in the region.
The post is located in Accra, Ghana.

Reporting Lines

The Administrative Assistant (Travel) will work under the overall supervision of the Senior Administrative Officer and will work closely with the Administrative Assistant (Travel / Protocol).

Technical Focus

The Administrative Assistant (Travel) will perform a wide range of routine administrative functions in support of the smooth and efficient travel in the RAF Region. He/she will support day-to-day administrative actions, including specialized and complex processes and functions, ensuring consistency, timeliness and conformity with relevant FAO manuals, guidelines and procedures on travel.

Tasks and responsibilities

•     Provide travel assistance ensuring the timely delivery of travel arrangements and services, including the application of the organization’s rules and policies to personnel receive relevant entitlements, and that the organization obtains the best service and price for all travel
•     Prepare, draft, and review correspondence and reports related to travel and recommend improvements for compliance with FAO rules and regulations.
•     Verify visa requirements, health protocols, and insurance coverage for all travellers.
•     Request guidance from direct supervisor whenever there is uncertainty regarding policy interpretation, exceptions, or complex travel scenarios.
•     Monitor FAO Travel Agents in terms of on time booking and ticket issuance and amendments, comparing quotations against the best route and prise. Escalate issues related to delays or non-compliance by travel vendors.
•     Liaise with the travel initiators and review all travel request with regards to price quotation, itinerary, applicable class of travel etc.
•     Review supporting documentation for processing affiliate workforce, travel or financial actions in FAO's corporate systems, while ensuring compliance with FAO's rules and regulations.
•     Draft routine correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.
•     Maintain a filing system of travel/administrative documents.
•     Process payment for tickets issued and ensure timely settlement of travel-related invoices.
•     During the absence of the RAF Travel/Protocol Administrative Assistant, take appropriate action in the day-to-day work related to travel and brief on return.
•     Maintain accurate travel data in FAO corporate systems (e.g., GRMS) and ensure proper filing of travel/administrative documents.
•     Generate periodic reports on travel costs, compliance, and vendor performance for management review.
•     Provide guidance to staff on FAO travel procedures, entitlements, and documentation requirements. 
•     Perform any other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

•     University degree in Business Administration, Management Hospitality, Tourism, Event Management, or related fields
•     Two years’ experience in administration, travel administration, financial or administrative support, processing travel claims, managing travel records, or related operational functions within international or similarly structured environments. 
•     Working knowledge (level C) of English 
•     National of Ghana or resident of the country with a valid work permit

FAO Core Competencies

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

Technical/Functional Skills

•     Relevant of experience in working with FAO or other UN agencies
•     Ability to work effectively under pressure, adapt to evolving and complex humanitarian contexts, and operate within multidisciplinary and multicultural teams.
•     Extent and relevance of experience in computer skills, especially Microsoft Office
•     Strong written communication skills to deliver effective, positive customer service
•     Intermediate knowledge (level B) of French is desirable