Administrative Assistant-Travel

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

• FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
• Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO's values
• FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination
• All selected candidates will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality

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

Organizational Setting

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

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) supports the transformation to more efficient, inclusive, resilient, and sustainable agri-food systems for better production, better nutrition, a better environment, and a better life, leaving no one behind. FAO Angola (FRANG) is a country office working with the Government, national stakeholders, and international partners to develop policies, programmes, and projects aimed at achieving food security, strengthening the agricultural, fisheries, and forestry sectors, and promoting the sustainable use of natural resources.

Reporting Lines

Under the overall supervision of the FAO Representative in Angola and the direct supervision of the Assistant FAO Representative (Administration), the incumbent will provide Administrative support services for FAO programmes and projects in Angola, ensuring that Travel actions are carried out in compliance with FAO rules, regulations, and internal procedures.

Technical Focus

Provide routine administrative and operational support to FAO activities in compliance with established rules and procedures.

Tasks and responsibilities

• Compiles, consolidates and maintains the Monthly Travel Plan and ensures timely submission to the Travel Committee;
• Initiates travel authorizations for national and international travel, ensuring adherence to travel plans, security clearances, terms of reference, and liaison with travel agencies.
• Processes travel expenses claims for both national and international travel in accordance with the Organization’s rules and policies; verifies travel performed against appropriate entitlements;
• Prepares all travel-related documentation in the FAO corporate systems, including Travel Authorizations, Payment Requests, Security Clearances and Travel Expense Claims for programme and project staff;
• Identifies, reviews and claims refunds of travel costs from travel agents or travellers; processes authorized lump sum payments, travel advances and post-factum claims and takes necessary follow-up action;
• Supports staff and consultants in the purchase of air tickets; liaises with in-house travel agents to ensure the most economical routings and fares are obtained;
• Creates and maintains vendor records (mainly for non-staff travellers) in the GRMS system;
• Briefs and de-briefs staff on travel-related administrative matters, including visas, security clearances and documentation procedures; in liaison with the FAO Office Assistant, supports protocol arrangements and follows up on visa requests with the Ministry of Foreign Affairs;
• Extracts, inputs, maintains and verifies the correctness of travel records in the Organization’s corporate systems; assists in clearing outstanding travel-related balances through reviewing travellers’ recovery lists and taking follow-up action;
• Assists in the preparation of travel cost budgets and maintains budgetary and statistical control records; prepares activity budgets and corresponding advance requests under the guidance of program project coordinators;
• Arranges and coordinates training venues and accommodation for invited participants to workshops, seminars and meetings; ensures completion of security requirements by all travellers;
• Issue travel purchase orders for projects under the express guidance of the project and/or programme, upon submission of technical specifications; initiates Administrative, Financial and payment requests for small purchases;
• Initiates and monitors procurement processes process in the GRMS system; tracks the requisitions table for all ongoing projects and follows up on the finalization of procurement;
• Supports the collection of DSA information, travel agency data and other administrative surveys; collaborates with UN agencies, local authorities and implementing partners on travel and administrative matters;
• Manages UN Mobility requests, ensuring accuracy, completeness and timely processing in line with corporate procedures;
• Maintain office files and reference systems according to standard procedures, both electronically and in paper format.
• Compile and organize information from various sources for reports, create spreadsheets and presentations, and manage databases for mailing lists and other information.
• Performs any other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Education: Secondary school education.
• Two years of relevant experience in office support work.
• Language working knowledge (level C) of English, French, or Spanish.
• National of Angola

FAO Core Competencies

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

Technical/Functional Skills

•  Knowledge of standard office procedures, ability to communicate clearly, high organizational skills, computer literacy, and ability to use word processing, Excel, and standard database software. Discretion, courtesy, tact, and ability to work to close deadlines
• Good knowledge of Administrative (travel) principles and procedures.
• Proficiency in Microsoft Office applications.

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• 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.

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.

HOW TO APPLY

• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application

• 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/. These qualifications should be in alignment with the International Standard Classification of Education (ISCED) mappings.
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
• We encourage applicants to submit the application well before the deadline date.

If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance: https://fao.service-now.com/csp

FAO IS A NON-SMOKING ENVIRONMENT