Travel Specialist

Organizational Setting

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

Reporting Lines

The Travel Specialist reports to and receives guidance from the Travel Associate of the Travel Unit CSOC

Technical Focus

Travel Operations

Tasks and responsibilities

•     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; 
•     Address/initiate requests and tasks in Service Now customer portal; 
•     Supports corporate initiatives in accordance with the Corporate Environmental Responsibility Strategy to reduce emissions, increase efficiency and integrate sustainability; 
•     Perform other duties a required

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•     Secondary school education required; university degree in Public Administration, Finance, Accounting, Hospitality, Logistics, Tourism, Economics, customer service or other related field is an asset.
•     At least four years of relevant experience in office/travel and/or accounting support work. 
•     Working knowledge (proficient – level C) of English. 
•     National or resident of Hungary with valid work permit.

Technical/Functional Skills  

•     Knowledge of the essential elements of a range of financial/accounting/budgeting activities, including the relevant policies, rules and regulations. 
•     Very good knowledge of the MS Office applications, Internet and office technology equipment
•     Knowledge of Enterprise Resource Planning (ERP) corporate travel systems. 
•     Knowledge of communication and documentation standards. 
•     Some knowledge (intermediate – level B) of other official FAO languages (Arabic, Chinese, French, Russian or Spanish) would be considered as an asset
•     Strong organizational and time-management skills 
•     Excellent interpersonal and communication abilities.

FAO Core Competencies

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