Travel Assistant (Travel And Transportation Unit)

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

Staff in the General Service category are recruited locally from the Primary Location area, which is where the office is located.

• 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 persons 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 staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.

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 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.

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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FAO staff are expected to adhere to FAO Values of Commitment to FAO,

Respect for All and Integrity and Transparency

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ADDITIONAL INFORMATION

•FAO does not charge a fee at any stage of the recruitment process (application, interview, processing)
•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/
• The length of the appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to extension of appointments
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
•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 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.
•No international benefits will be payable as selected candidates are recruited locally and paid in the local currency of the office location
• For additional information visit the FAO employment website: http://www.fao.org/employment/home/en/

REMUNERATION

A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, click on the following link:
https://onehr.un.org/salary-survey/#/salary_scale

HOW TO APPLY
• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. Once completed, please apply and submit your application, with language certificates as attachments. Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications. FAO reserves the right to request candidates to undertake a language test in the future, as appropriate
• Incomplete applications will not be considered

• 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 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

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