Administrative Assistant-Travel

Organizational Setting

FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations.

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) supports the transformation to more efficient, inclusive, resilient, and sustainable agri-food systems for better production, better nutrition, a better environment, and a better life, leaving no one behind. FAO Angola (FRANG) is a country office working with the Government, national stakeholders, and international partners to develop policies, programmes, and projects aimed at achieving food security, strengthening the agricultural, fisheries, and forestry sectors, and promoting the sustainable use of natural resources.

Reporting Lines

Under the overall supervision of the FAO Representative in Angola and the direct supervision of the Assistant FAO Representative (Administration), the incumbent will provide Administrative support services for FAO programmes and projects in Angola, ensuring that Travel actions are carried out in compliance with FAO rules, regulations, and internal procedures.

Technical Focus

Provide routine administrative and operational support to FAO activities in compliance with established rules and procedures.

Tasks and responsibilities

• Compiles, consolidates and maintains the Monthly Travel Plan and ensures timely submission to the Travel Committee;
• Initiates travel authorizations for national and international travel, ensuring adherence to travel plans, security clearances, terms of reference, and liaison with travel agencies.
• Processes travel expenses claims for both national and international travel in accordance with the Organization’s rules and policies; verifies travel performed against appropriate entitlements;
• Prepares all travel-related documentation in the FAO corporate systems, including Travel Authorizations, Payment Requests, Security Clearances and Travel Expense Claims for programme and project staff;
• Identifies, reviews and claims refunds of travel costs from travel agents or travellers; processes authorized lump sum payments, travel advances and post-factum claims and takes necessary follow-up action;
• Supports staff and consultants in the purchase of air tickets; liaises with in-house travel agents to ensure the most economical routings and fares are obtained;
• Creates and maintains vendor records (mainly for non-staff travellers) in the GRMS system;
• Briefs and de-briefs staff on travel-related administrative matters, including visas, security clearances and documentation procedures; in liaison with the FAO Office Assistant, supports protocol arrangements and follows up on visa requests with the Ministry of Foreign Affairs;
• Extracts, inputs, maintains and verifies the correctness of travel records in the Organization’s corporate systems; assists in clearing outstanding travel-related balances through reviewing travellers’ recovery lists and taking follow-up action;
• Assists in the preparation of travel cost budgets and maintains budgetary and statistical control records; prepares activity budgets and corresponding advance requests under the guidance of program project coordinators;
• Arranges and coordinates training venues and accommodation for invited participants to workshops, seminars and meetings; ensures completion of security requirements by all travellers;
• Issue travel purchase orders for projects under the express guidance of the project and/or programme, upon submission of technical specifications; initiates Administrative, Financial and payment requests for small purchases;
• Initiates and monitors procurement processes process in the GRMS system; tracks the requisitions table for all ongoing projects and follows up on the finalization of procurement;
• Supports the collection of DSA information, travel agency data and other administrative surveys; collaborates with UN agencies, local authorities and implementing partners on travel and administrative matters;
• Manages UN Mobility requests, ensuring accuracy, completeness and timely processing in line with corporate procedures;
• Maintain office files and reference systems according to standard procedures, both electronically and in paper format.
• Compile and organize information from various sources for reports, create spreadsheets and presentations, and manage databases for mailing lists and other information.
• Performs any other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Education: Secondary school education.
• Two years of relevant experience in office support work.
• Language working knowledge (level C) of English, French, or Spanish.
• National of Angola

FAO Core Competencies

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

Technical/Functional Skills

•  Knowledge of standard office procedures, ability to communicate clearly, high organizational skills, computer literacy, and ability to use word processing, Excel, and standard database software. Discretion, courtesy, tact, and ability to work to close deadlines
• Good knowledge of Administrative (travel) principles and procedures.
• Proficiency in Microsoft Office applications.

ADDITIONAL INFORMATION