Administrative Assistant-Travel

Organizational Context

The Food and Agriculture Organization of the United Nations (FAO) is dedicated to transforming agrifood systems for greater efficiency, inclusivity, resilience, and sustainability. FAO Angola (FRANG) operates as a country office, collaborating with the Angolan Government, national stakeholders, and international partners. Its mission is to develop policies, programs, and projects focused on achieving food security, strengthening agricultural, fisheries, and forestry sectors, and promoting sustainable natural resource management.

Job Purpose

The Administrative Assistant-Travel will provide essential routine administrative and operational support to FAO's activities within Angola. This role is crucial for ensuring that all travel-related operations are conducted efficiently and in strict adherence to FAO's established rules, regulations, and internal procedures. The incumbent will facilitate smooth travel arrangements for staff and consultants, manage travel documentation, and process claims, thereby contributing to the overall operational effectiveness of the FAO representation in the country.

Responsibilities

The Administrative Assistant-Travel will compile and maintain the Monthly Travel Plan, ensuring its timely submission. This role involves initiating travel authorizations for national and international travel, verifying adherence to travel plans, security clearances, and terms of reference, and liaising with travel agencies. The incumbent will process travel expense claims, ensuring compliance with FAO policies and verifying entitlements. Responsibilities include preparing all travel-related documentation in FAO corporate systems, identifying and claiming refunds for travel costs, and processing payments and advances. The role also supports staff in purchasing air tickets, liaises with travel agents for economical fares, and creates/maintains vendor records. Additionally, the incumbent will brief staff on travel matters, support protocol arrangements, manage visa requests, extract and verify travel records, assist in clearing outstanding balances, and help prepare travel cost budgets. The role includes arranging training venues, coordinating procurement processes for travel-related services, managing UN Mobility requests, and maintaining office files. Compiling information for reports and managing databases are also key duties.

Work Experience

A minimum of two years of relevant experience in office support work is required. This experience should demonstrate proficiency in administrative tasks and supporting operational activities.

Skills

The ideal candidate will possess strong knowledge of standard office procedures, excellent communication and organizational skills, and computer literacy, including proficiency in word processing, Excel, and database software. Key competencies include Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing. The candidate must demonstrate discretion, courtesy, tact, and the ability to work under close deadlines, with a good understanding of administrative (travel) principles and procedures. Proficiency in Microsoft Office applications is essential.

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