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.
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.
The position is located in the Shared Services Centre in Budapest, Hungary.
Main Purpose
The Travel Assistant coordinates and performs the full range of travel and shipping support and administrative processing functions. He/she ensures quality, transparency and consistency of data, processes and services provided within his/her area of responsibility and contributes to a smooth functioning of the work of the unit.
Supervision Received/Exercised
The Travel Assistant reports to the National Professional Officer of the Travel Unit CSLCT and receives guidance from the Travel Associate.
The incumbent operates independently and takes decisions on work priorities. Supervision received is focused on the quality of work outputs. He/she provides guidance and advice to other travel support staff.
Working Relationships
The Travel Assistant works closely with a wide range of colleagues and clients in the team/division/region, with client' offices and staff in handling and coordinating travel support services and providing procedural guidance and information.
Key Functions/Results
• Assist in liaising between staff and contractors, supplying travel, shipping and insurance information as necessary;
• Provide guidance and advice on shipping rules and procedures to SSC/ Divisions/ Field Offices staff;
• Respond to queries arriving to the shipping email account on shipping and insurance related matters and entitlements from travelers/ SSC/Human Resources Management Division/Field Offices;
• Review and process shipping invoices and insurance claims from related contractors ensuring conformity with rules and regulations as well as contractual terms;
• Process refunds of pre-approved shipping costs from staff, and take necessary follow up action;
• Participate in testing of new systems, suggest amendments and new ideas to develop the best solution;
• Address/initiate requests and tasks in Service Now customer portal;
• Perform other duties as required;
• Verify correctness of records related to travelers in corporate systems to ensure proper accounting transactions relating to claimant staff members and consultants;
• Perform other duties a required.
Impact Of Work
The incumbent's work impacts directly on the smooth operation and performance of the work unit. He/she plays a lead role in the provision of travel and shipping support services for successful achievement of the organizational unit's mandate.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
Education: Secondary School Education.
Experience: Four years of relevant experience in office/travel/shipping/logistics and/or accounting support work.
Languages: Working knowledge (proficient - level C) of English.
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
• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement
Technical Skills
• Very good knowledge of the essential elements of a range of financial/accounting/budgeting activities, including the relevant policies, rules and regulations.
• Very good knowledge of Enterprise Resource Planning (ERP) corporate travel systems.
• Very good knowledge of communication and documentation standards.
Desirable Qualifications And Skills
• Knowledge of and experience in international relocation and/or logistics industry.
• Limited knowledge (intermediate - Level B) of other FAO languages (Arabic, Chinese, French, Russian or Spanish).
This vacancy is archived.