Travel Assistant
Kyiv
- Organization: FAO - Food and Agriculture Organization of the United Nations
- Location: Kyiv
- Grade: Consultancy - Consultant - Contractors Agreement
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Occupational Groups:
- Operations and Administrations
- Administrative support
- Transport and Distribution
- Closing Date: Closed
IMPORTANT NOTICE\: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device
- FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
- Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply
- Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO's values
- FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination
- All selected candidates will undergo rigorous reference and background checks
- All applications will be treated with the strictest confidentiality
Organizational Setting
The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger. Our goal is to achieve food security for all and make sure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 members - 194 countries and the European Union, FAO works in over 130 countries worldwide. FAO Ukraine is seeking to increase the resilience of livelihoods to threats and crises that affect agriculture, food and nutrition, focusing on four major areas\: - rural economic development - transition to sustainable agriculture and food production practices - adaptation to climate change - humanitarian assistance.
FAO Ukraine is the country office of the Food and Agriculture Organization of the United Nations, a specialized agency dedicated to achieving food security, reducing rural poverty, and promoting sustainable management of natural resources. FAO Ukraine works in close partnership with the government, civil society organizations, private sector, and other UN agencies to address the diverse challenges and opportunities in the agriculture, forestry, fisheries, and environmental sectors. By providing technical assistance, policy advice, and capacity development support, FAO Ukraine plays a vital role in fostering sustainable agricultural practices, strengthening the resilience of rural communities, and enhancing food security and nutrition across the country.
The role is in-office, based in Kyiv, Ukraine.
Reporting Lines
Under the overall supervision of DRO/FAO Ukraine Head of Office and the Head of Administration, the direct supervision of the Head of Travel and with close coordination with the administrative staff, programmatic units, and personnel across FAO Ukraine.
Technical Focus
The Travel Assistant performs a range of activities that provide administrative support for the travel coordination in accordance with FAO's rules, procedures, and practices.
Tasks and responsibilities
The Travel Assistant will be responsible for compound, logistics and fleet support to FAO Ukraine, ensuring tasks run smoothly, records are updated on a regularly and timely manner, and for the following tasks\:
• Provide travel assistance to locally and internationally recruited personnel on a day-to-day basis ensuring the timely delivery of travel arrangements and services and that the organization obtains the best service and price for all travel
• Extract, input, maintain and verify correctness of travel records in the organization’s corporate travel system(s) to ensure proper accounting transactions related to travel costs and staff travel, inquiring about and recording any discrepancies
• Process travel expense claims, in accordance with the organization’s rules and policies, verifying the travel performed against appropriate entitlements and ensuring that any discrepancies are recorded and rectified
• Process authorized lump sum payments, travel advances, and post-factum travel claims and verify their correctness
• Collaborate effectively with any other relevant units in Ukraine, the Regional Office and/or Headquarters, in the coordination of logistics for incoming and outgoing missions
• Accurately and timely submission of travel arrangements and use the organization’s corporate travel system(s)
• Provide administrative backstopping when needed
• Facilitate knowledge exchange and best practices within the office, promoting collaboration, continuous learning, change management, and innovation
• Maintain confidentiality and handle sensitive information with discretion
• Perform other related duties as required by FAO.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
• High school diploma
• At least 2 years of relevant experience providing administrative support, logistics and/or supply chain, office management, fleet management, or similar
• Working knowledge or Native (Level C) Ukrainian
• Working knowledge (Level C) English
• National of Ukraine
FAO Core Competencies
• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement
Technical/Functional Skills
• Bachelor’s or advanced university degree in a discipline relevant to the assignment, including business administration, human resources, hotel or travel management, hospitality, or related area is considered an asset
• Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Power Point, Exchange)
• Ability to effectively use online information systems /databases
• Ability to deliver quality customer service, while applying critical thinking and relevant regulations and procedures
• Ability to take ownership and accountability for assigned processes and to work autonomously
• Ability to work quickly and under pressure
ADDITIONAL INFORMATION
- FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
- Applications received after the closing date will not be accepted
- Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http\://www.whed.net/
- For additional employment opportunities visit the FAO employment website\: http\://www.fao.org/employment/home/en/
- Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.
HOW TO APPLY
• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
• We encourage applicants to submit the application well before the deadline date.
If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance\: https\://fao.service-now.com/csp
FAO IS A NON-SMOKING ENVIRONMENT