Admin Support -Travel/Protocol Management Specialist

The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist Governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner.

The FAO Representation in South Sudan is organized around three main units: Programme, Operations and Administration. The current portfolio of projects in South Sudan includes activities related to Agriculture(crop), Livestock, Fisheries, Natural Resource Management, Food information Systems and is implemented with humanitarian, transitional and development funding. The incumbent will contribute to the country’s Programme and portfolio as foreseen in the project he/she will coordinate and be assigned.

Reporting lines

The National Project Personnel – Admin/Travel/Protocol works under the general guidance of the FAO Representative in South Sudan, and direct supervision of the Assistant FAO Representative (Administration). 

Technical Focus

• The National Project Personnel is responsible to assist staff members and consultants in processing travel bookings, TAs and TECs, providing VIP services and collecting and sending of FAO items at the airport.

Tasks and responsibilities

• Make Sure UNHAS booking for staff/managers/Consultants and partners are done in time to avoid changes in plans.
• Monthly Liquidation of UNHAS statements for smooth service delivery.
• Assists in ensuring FAO-UNHAS account is liquidated monthly.
• Assists in informing Finance to invoice for personal use of UNHAS flight.
• Assists in sending monthly Cargo statement to Logistics & liquidating.
• Assists in creation of local and international TAs for staff, Consultants and partners.
• Assists in creation of Local and International TECs for Staff, Consultants, and partners.
• Assists in facilitation and obtaining of tickets for staff, consultants and partners.
• Coordinate with Airlines to facilitate the chartering of flights for FAO functions.
• Responsible for development and updating FAOSS travel SOPs.
• Assists in arrangement of health-related travel requirement(s) for staff, consultants and partners.
• Responsible for verification of hazard pay sheets for staff and consultants and forwarding to supervisors for approval.
• Making arrangement for Accommodation for both Staff/consultants newly hired to South Sudan.
• Verification of Invoices from the Travel Agencies to make sure they are accurate for payment.
• Ensure all travel supporting documents are well filed.
• In the absence of the Admin Assistant – protocol at the airport, act and assist as an alternate by working at least 1-2 days per week.
• Assist in providing VIP and other services for incoming and outgoing FAO personnel.
• Assist in collecting and sending of FAO items at the airport.
• Perform any other duties assigned by the supervisor.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Bachelor’s degree in business administration and management, Logistics, Finance, Public Administration or any other related field.
• At least Four years of work experience in Administration and management, insurance or logistical support, customs clearance and delivery of goods and commodities by air, land and sea transportation. Private sector experience in comparable institution is desirable.
• Working knowledge of English (Level C).
• National of South Sudan.

Source: https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2402479