Vacancy: Junior
Travel Assistant - SC 3
Under the
overall supervision of the Officer in Charge (O.I.C.) FAO Somalia and the
direct supervision of the Senior Administrative Officer, to provide support to
office operations performing a variety of standard administrative and travel
processes ensuring high quality and accuracy of work.
- Prepare Travel Advances in GRMS - Global resource management System
- Follow up on all Mission Travel Claims for staff and international Consultants.
- Make arrangements of travel and hotel reservations, preparation of travel authorizations, and ensures preparation of arrival of VIPs and coordinates their reception at the airport;
- Make arrangement of training venue and accommodation for the participants to trainings/workshops/seminars/meetings;
- Arrangement and follow up of issuance of Travel Authorizations by Headquarters;
- Prepare requests for travel visas, and follow-up for their issuance from the Ministry of Foreign Affairs. Ensure completion of Security Requirements by Traveler;
- Collection of information for DSA, travel agencies and other administrative surveys;
- Maintenance of the filing system ensuring safekeeping and accuracy of travel documents and materials;
- Control all Travel Expenses Claim ensuring signature of traveler & Budget Holder or approving officer, adequacy of supporting documents, and compliance with authorized final itinerary;
- Extraction of data from various sources and cost analysis of travel services to units;
- Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports on travel operations;
- Assist in the preparation of budget for travel, meetings, workshop events, and provision of information for audit;
- Manage living allowances for international consultants
- Manage Danger pay for international staff and consultants
- Perform other related duties as required.
Minimum Requirements
Education:
Secondary
school education or equivalent commercial school.
Diploma
level education, including or supplemented by courses in general
administration/travel operations or related training will be an advantage.
Work Experience:
Two years
of clerical, administrative, logistics and travel operations experience.
Languages:
Working
knowledge (level C) of the FAO official language used for communication within
the country (English, French or Spanish) and working knowledge of the local
language(s) is required.
IT Skills:
Ability to
effectively use standard office software, such as MS Office (Windows, Word,
Outlook, Excel, Exchange) etc.
Ability to
use accounting software and other information systems and databases to insert
data, make enquiries, retrieve/define ad hoc reports and analyses and edit
results in appropriate format.
Office Management Skills:
Systematic,
well structured and efficient approach to work assignments.
Analytical
ability, accuracy and consistency.
Exercise
diligence and care in dealing with records and expenditures.
Interpersonal
Communications and Teamwork Skills:
The
incumbent must possess a cooperative spirit, flexibility and openness to work
in an international environment.
Tact and courtesy.
Ability to
establish and maintain effective working relationships with people of different
national and cultural background.
How to Apply:
Candidates
are requested to submit a covering letter quoting the Position Title and
Vacancy Announcement No. FAO/121/2013 along with their current/detailed
Curriculum Vitae and FAO Personal Profile Form (PPF) available http://www.fao.org/employment/irecruitment-access/en/
E-mail is
the preferred means of receipt and the application should be sent to
HR-Somalia@fao.org
Applications
must be received by the deadline.
Late
applications will not be considered.
Only short
listed candidates meeting all essential qualifications will be contacted.
