Travel Assistant (Travel And Transportation Unit)

Organizational Context

The Food and Agriculture Organization of the United Nations (FAO) is committed to environmental sustainability, integrating it into its strategic objectives and operations. The Logistics Services Division (CSL) ensures effective administration and enabling functions to support the Organization's programmes and meet the requirements of Members, UN partners, and resource partners. This position is based at FAO headquarters in Rome, Italy, within the Logistics Services Division.

Job Purpose

The Travel Assistant (Travel and Transportation Unit) provides essential administrative support to the CSLDT unit, focusing on travel support services for the entire work unit. This role involves performing a variety of routine functions, including processing transactions and utilizing corporate travel systems, which requires a solid understanding of relevant policies, procedures, and systems. The incumbent is responsible for ensuring the quality and consistency of processes and offering procedural guidance to clients and fellow travel support staff, contributing to the efficient operation of the travel unit.

Responsibilities

The Travel Assistant will receive and review incoming requests, responding to standard queries about FAO's travel programme, policies, and procedures. Responsibilities include tracking and maintaining data records for travel unit activities, assisting with data collection, and generating reports to support the travel programme. The role involves providing data to auditors, implementing audit recommendations, and logging/tracking issues with travel systems, including drafting system change requests and participating in testing. Additionally, the incumbent will monitor service issues with contractors, follow up on timely resolutions, and participate in the development and delivery of travel programme training. This includes providing input for system testing, design changes, and performing user acceptability tests. A key function is processing Import License Requests for staff entitlement shipments and liaising with the Italian Ministry of Foreign Affairs. The role also entails providing administrative support to the Travel Unit and assisting the Head of Unit in managing activities, along with performing other related duties as required.

Work Experience

A minimum of three years of relevant experience in office administration, travel support, or accounting support is required. Experience with MS Office applications, the Internet, and office technology equipment is also necessary.

Skills

Proficiency in MS Office applications, Internet, and office technology equipment is essential. Good knowledge of financial rules and regulations, accounting policies, and Enterprise Resource Planning (ERP) corporate travel systems is required. Familiarity with UN or FAO travel policies, rules, and procedures, along with experience in data entry, records management, and report generation from ERP or travel management systems, is desirable.

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