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
FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations.
Organizational Setting
The Food and Agriculture Organization of the United Nations (FAO) advances the 2030 Agenda through its Strategic Framework by supporting the transformation toward more efficient, inclusive, resilient, and sustainable agrifood systems. This effort promotes better production, improved nutrition, a healthier environment, and enhanced livelihoods, ensuring no one is left behind.
The Subregional Office for the Pacific Islands (SAP) is responsible for developing, promoting, overseeing, and implementing strategies and projects that drive the transformation of food, agriculture, and rural development. It also fosters and maintains relationships with subregional institutions.
The Subregional Office is a subsidiary of the FAO Regional Office for Asia and the Pacific (RAP).
Reporting Lines
Under the overall supervision of the FAO Sub-regional Coordinator for the Pacific and the direct supervision of the International Operations Specialist, the National Travel and Administration Specialist will perform the full range of travel support and administrative processing functions.
Technical Focus
The National Travel Specialist is responsible for travel coordination, logistics management, and administrative support. He /she ensures quality, transparency and consistency of data, processes and services provided within his/her area of responsibility and contributes to a smooth functioning of the work of the unit. The Travel and Administration Specialist is accountable for the Travel of the staff in the SAP region, and she/he is responsible for understanding the corporate setup, rules, regulations and policy and fulfil all the needed competencies, skills and certifications needed.
Tasks and responsibilities
• Finalize the quarterly travel plan;
• Coordinate with the travel agents for the most direct and economical route for the official itinerary;
• Review the travel authorization in time in consultation with concerned staff and make sure to issue the ticket to the traveler;
• Review travel expense claims, including verification of travel performed against entitlement and computation of costs within FAO liability;
• Coordinate the refunds of travel costs from carriers, travel agents or travelers and taking necessary follow-up action;
• Review and finalize the lump sum payments and post-factum claims, verifying correctness with FAO travel agent in cases of complex fares;
• Provide the guidance and advise on travel rules and procedures to SSC/ Divisions/ Field Offices staff;
• Ensure the timely settlement of the travel agents
• Manage the concerning queries on travel-related payments/ recoveries/ entitlements from travelers/ SSC/ Human Resources Management Division / Field Offices;
• Verify correctness of records related to travelers in corporate systems to ensure proper accounting transactions relating to claimant staff members and consultants;
• Review the daily rejections/returned relating to travel payments, investigating and checking incorrect entries;
• Review and reconcile recoveries, taking corrective action where necessary and validating items for recovery;
• Assist Finance in clearing consultants’ honoraria payments, providing details relating to Travel Expense Claim (TEC) deductions and/or follow up actions with Divisions regarding outstanding TECs, performing any accounting adjustment;
• Perform other duties as required.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
• University degree from an institution recognized by the International Association of Universities (IAU)/UNESCO in business administration, hospitality, tourism management, or a related field
• Three years of relevant experience in travel coordination, administration, logistics management or a related role
• Working knowledge of English and Samoan language
• National of Samoa
FAO Core Competencies
• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement
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
• 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/.These qualifications should be in alignment with the International Standard Classification of Education (ISCED) mappings.
• 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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