Administrative Assistant (Travel)

IMPORTANT NOTICE\: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.

• 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
• FAO staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind.The Food and Agriculture Organization (FAO) of the United Nations is a specialized agency of the United Nations that leads international efforts to defeat hunger.

The Regional Office for Africa (RAF) is responsible for leading FAO’s response to regional priorities for food security, agriculture and rural development through the identification, planning and implementation of FAO’s priority activities in the region. It ensures a multidisciplinary approach to programmes, identifies priority areas of action for the Organization in the Region and, in collaboration with departments and divisions at Headquarters, develops, promotes and oversees FAO's strategic response to regional priorities. RAF also advises on the incorporation of regional priorities into the Organization’s Programme of Work and Budget and implements approved programmes and projects in the region, monitors the level of programme implementation and draws attention to problems and deficiencies. RAF develops and maintains relations with region-wide institutions including the Regional Economic Integration Organizations (REIOs).
The Regional Office supports regional policy dialogue on food security, agriculture and rural development issues, facilitates the emergence of regional partnerships, and supports capacity development and resource mobilization for food security, agriculture and rural development in the region.
The post is located in Accra, Ghana.

Reporting Lines

The Administrative Assistant (Travel) will work under the overall supervision of the Senior Administrative Officer and will work closely with the Administrative Assistant (Travel / Protocol).

Technical Focus

The Administrative Assistant (Travel) will perform a wide range of routine administrative functions in support of the smooth and efficient travel in the RAF Region. He/she will support day-to-day administrative actions, including specialized and complex processes and functions, ensuring consistency, timeliness and conformity with relevant FAO manuals, guidelines and procedures on travel.

Tasks and responsibilities

• Provide travel assistance ensuring the timely delivery of travel arrangements and services, including the application of the organization’s rules and policies to personnel receive relevant entitlements, and that the organization obtains the best service and price for all travel
• Prepare, draft, and review correspondence and reports related to travel and recommend improvements for compliance with FAO rules and regulations.
• Verify visa requirements, health protocols, and insurance coverage for all travellers.
• Request guidance from direct supervisor whenever there is uncertainty regarding policy interpretation, exceptions, or complex travel scenarios.
• Monitor FAO Travel Agents in terms of on time booking and ticket issuance and amendments, comparing quotations against the best route and prise. Escalate issues related to delays or non-compliance by travel vendors.
• Liaise with the travel initiators and review all travel request with regards to price quotation, itinerary, applicable class of travel etc.
• Review supporting documentation for processing affiliate workforce, travel or financial actions in FAO's corporate systems, while ensuring compliance with FAO's rules and regulations.
• Draft routine correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.
• Maintain a filing system of travel/administrative documents.
• Process payment for tickets issued and ensure timely settlement of travel-related invoices.
• During the absence of the RAF Travel/Protocol Administrative Assistant, take appropriate action in the day-to-day work related to travel and brief on return.
• Maintain accurate travel data in FAO corporate systems (e.g., GRMS) and ensure proper filing of travel/administrative documents.
• Generate periodic reports on travel costs, compliance, and vendor performance for management review.
• Provide guidance to staff on FAO travel procedures, entitlements, and documentation requirements.
• Perform any other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in Business Administration, Management Hospitality, Tourism, Event Management, or related fields
• Two years’ experience in administration, travel administration, financial or administrative support, processing travel claims, managing travel records, or related operational functions within international or similarly structured environments.
• Working knowledge (level C) of English
• National of Ghana or resident of the country with a valid work permit

FAO Core Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Relevant of experience in working with FAO or other UN agencies
• Ability to work effectively under pressure, adapt to evolving and complex humanitarian contexts, and operate within multidisciplinary and multicultural teams.
• Extent and relevance of experience in computer skills, especially Microsoft Office
• Strong written communication skills to deliver effective, positive customer service
• Intermediate knowledge (level B) of French is desirable

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

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.

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

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