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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.
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 CSL at FAO headquarters in Rome, Italy.
Main Purpose
The Travel Associate plays a lead role in the coordination of travel support services for the entire work unit. He/she performs a broad range of specialized travel-related functions, requiring in-depth knowledge of relevant policies, ย 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 Associate reports to the Travel and Transportation Officer, CSL.
Work is performed autonomously, showing a high degree of initiative and independent judgment. Supervision received is focused on facilitating service delivery and meeting client requirements. The incumbent provides guidance and training to travel support staff.ย
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Working Relationships
The Travel Associate maintains a wide range of contacts with managers in client divisions and staff throughout the Organization as well as with colleagues within the team in the delivery of travel-related services and handling of specialized and complex processes.
Key Functions/Results
โข ย ย ย ย Provide guidance and advice on travel rules, procedures and policy exception management to user community.
โข ย ย ย ย Track and maintain data records related to travel unit programmes and initiatives.
โข ย ย ย ย Analyse and investigate technical problems in the travel system, rejections and errors in travel payments, verify correctness and alignments of records between the travel, HR and payment systems and take corrective action to adjust discrepancies and errors.
โข ย ย ย ย Participate in the review, design and implementation of travel operational and reporting systems changes and enhancements.
โข ย ย ย ย Provide inputs for system testing and perform user acceptability tests of all travel system changes, provide inputs for ongoing design and procedural changes.
โข ย ย ย ย Generate travel data reports as requested for internal analysis and audit requirements, prepare requirements for queries to be run, verify accuracy of data, assist with analysis of data and prepare summaries as required.
โข ย ย ย ย Participate in the development, co-ordination and delivery of travel programme-related training.
โข ย ย ย ย Process and approve payments to headquarters travel agency: analyse and investigate technical rejections and take corrective action.
โข ย ย ย ย 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.
โข ย ย ย ย Process administrative actions related to Travel Unit functions.
โข ย ย ย ย Support knowledge building and knowledge sharing across the Organization through participation in the development and delivery of training related to travel administrative procedures and processes.
โข ย ย ย ย Review current processes and make recommendations to improve programme/projects administration procedures.
โข ย ย ย ย Provide administrative support to the CSLD Travel Unit and assist head of unit with managing unitsโ activities.
โข ย ย ย ย Perform other duties as required.
Impact Of Work
The incumbent's work affects the smooth and efficient operation of the Organization's travel support functions. He/she plays a lead role in the coordination and provision of the travel support services for the successful achievement of the Division/Office's mandate.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
Education: Secondary School Education.
Experience: Five years of relevant experience in office/travel and accounting support work.
Languages: Working knowledge (proficiency - level C) of English and of another official FAO language (Arabic, Chinese, French, Russian or Spanish).
IT Skills: Very good knowledge of the 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
โข ย ย ย ย Results Focus
โข ย ย ย ย Teamwork
โข ย ย ย ย Communication
โข ย ย ย ย Building Effective Relationships
โข ย ย ย ย Knowledge Sharing and Continuous Improvement
Technical Skills
โข ย ย ย ย Thorough knowledge of the essential elements of a range of financial/accounting/budgeting activities, including the relevant policies, rules and regulations.
โข ย ย ย ย Thorough knowledge of Enterprise Resource Planning (ERP) corporate travel systems.
โข ย ย ย ย Thorough knowledge of communication and documentation standards.