Back Administrative and Travel Assistant

Organizational Setting

The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger. Our goal is to achieve food security for all and make sure that people have regular access to enough high-quality food to lead active, healthy lives.

Administrative and Travel Assistant will be assigned in Astana, Kazakhstan and will provide administrative and travel support to the FAO Partnership and Liaison Office in the Republic of Kazakhstan. 

Reporting Lines

Administrative and Travel Assistant will work under the overall supervision of Head of the Country office and will receive day-to-day guidance of Programme Officer/Team Leader and Administrative Associate.

Technical Focus

Provide administrative and travel assistance to the FAO Partnership and Liaison Office in the Republic of Kazakhstan.

Tasks and responsibilities

•    Prepares routine correspondence of administrative nature; drafts correspondence to verify data, answers queries and obtains additional information on administrative, transactions and financial matters, as required;
•    Maintains registrar of incoming and outcoming letters;
•    Receives and distributes all emails and correspondence and forward documents by pouch and couriering documents;
•    Acts on telephone inquiries, fax, post and e-mail transmissions, and coordinate appointments;
•    Assists in liaising with the Ministry of Agriculture and other national and international stakeholders;
•    Keeps directories of names, addresses and contact numbers of Government officials, international and national NGOs and other relevant organizations inside and outside Kazakhstan;
•    Maintains a filing system of administrative and financial documents, including in corporate systems of FAO; 
•    Assists in preparing/arranging meetings, workshops, seminars and conferences including budget drafting;
•    Follows up on event programme and takes follow-up notes and minutes at all meetings and other events;
•    Assists in editing and formatting presentation materials, reports, analytical reviews, etc. when requested;
•    Supports the administration of personnel and equipment and their duly registration in FAO corporate systems;
•    Provides reception   and   related   support   services including efficient reception of visitors and guests in the office (order visitor passes; assist with guests and visitors’ requests and etc.)
•    Under the guidance of SEC or REU administrative units processes travel authorisations, Purchase Requisitions and ePPRs for office support services (travel, utilities, office consumables etc); process Travel Authorisations (TA), in accordance with the organization’s rules and policies; verify required travel documents are submitted for staff and consultants under FEKAZ; process travel expense claims, in accordance with the organization’s rules and policies; verify travel performed against appropriate entitlements for staff and consultants under FEKAZ;
•    Identifies, reviews and claims refunds of travel costs from travel agents or travellers and take necessary follow up action;
•    Provides travel assistance to staff and consultants on a day to day basis for travel arrangements and entitlements based on the organization’s rules and policies; liaise with relevant travel agents to ensure that the organization obtains the best service and price for all travel;
•    Briefs/de-briefs staff members and consultants on issues relating to related administrative matters such as visas, security clearance, documentation procedures ,etc.
•    Extracts, inputs, maintains and verifies correctness of travel records in the organization’s corporate travel system to ensure proper accounting transactions related to travel costs and staff/consultants travel
•    Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements   
 
•    University degree in social sciences, management, economics, business administration, or any other related field; 
•    At least three years of relevant experience in the above mentioned areas;
•    Working knowledge of English, Russian and Kazakh;
•    National of Kazakhstan or resident in the country with a regular residence/work permit in Kazakhstan.

FAO Core Competencies

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

 
Selection Criteria

•    Good knowledge of the MS Office applications, Internet and office technology equipment;