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