Administrative and Travel Assistant

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 (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.

Administrative and Travel Assistant will be assigned in Astana, Kazakhstan and will provide administrative and travel support to the FAO Partnership and Liaison Office in the Republic of Kazakhstan.

Reporting Lines

Administrative and Travel Assistant will work under the overall supervision of Head of the Country office and will receive day-to-day guidance of Programme Officer/Team Leader and Administrative Associate.

Technical Focus

Provide administrative and travel assistance to the FAO Partnership and Liaison Office in the Republic of Kazakhstan.

Tasks and responsibilities

• Prepares routine correspondence of administrative nature; drafts correspondence to verify data, answers queries and obtains additional information on administrative, transactions and financial matters, as required;
• Maintains registrar of incoming and outcoming letters;
• Receives and distributes all emails and correspondence and forward documents by pouch and couriering documents;
• Acts on telephone inquiries, fax, post and e-mail transmissions, and coordinate appointments;
• Assists in liaising with the Ministry of Agriculture and other national and international stakeholders;
• Keeps directories of names, addresses and contact numbers of Government officials, international and national NGOs and other relevant organizations inside and outside Kazakhstan;
• Maintains a filing system of administrative and financial documents, including in corporate systems of FAO;
• Assists in preparing/arranging meetings, workshops, seminars and conferences including budget drafting;
• Follows up on event programme and takes follow-up notes and minutes at all meetings and other events;
• Assists in editing and formatting presentation materials, reports, analytical reviews, etc. when requested;
• Supports the administration of personnel and equipment and their duly registration in FAO corporate systems;
• Provides reception and related support services including efficient reception of visitors and guests in the office (order visitor passes; assist with guests and visitors’ requests and etc.)
• Under the guidance of SEC or REU administrative units processes travel authorisations, Purchase Requisitions and ePPRs for office support services (travel, utilities, office consumables etc); process Travel Authorisations (TA), in accordance with the organization’s rules and policies; verify required travel documents are submitted for staff and consultants under FEKAZ; process travel expense claims, in accordance with the organization’s rules and policies; verify travel performed against appropriate entitlements for staff and consultants under FEKAZ;
• Identifies, reviews and claims refunds of travel costs from travel agents or travellers and take necessary follow up action;
• Provides travel assistance to staff and consultants on a day to day basis for travel arrangements and entitlements based on the organization’s rules and policies; liaise with relevant travel agents to ensure that the organization obtains the best service and price for all travel;
• Briefs/de-briefs staff members and consultants on issues relating to related administrative matters such as visas, security clearance, documentation procedures ,etc.
• Extracts, inputs, maintains and verifies correctness of travel records in the organization’s corporate travel system to ensure proper accounting transactions related to travel costs and staff/consultants travel
• Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in social sciences, management, economics, business administration, or any other related field;
• At least three years of relevant experience in the above mentioned areas;
• Working knowledge of English, Russian and Kazakh;
• National of Kazakhstan or resident in the country with a regular residence/work permit in Kazakhstan.

FAO Core Competencies

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

Selection Criteria

• Good knowledge of the MS Office applications, Internet and office technology equipment;

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).
• Incomplete applications will not be considered.
• Applications received after the closing date will not be accepted.
• Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications.
• For other issues, 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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