Project Travel Assistant

The Project Travel Assistant reports to the Assistant FAO Representative for Administration in close coordination with the Project Team.

The Project Travel Assistant performs a variety of routine administrative duties. 

Responsibilities:

• •    Process requests for local and international travels including, raising travel authorizations in Global Resource Management System (GRMS), obtaining quotations for travel tickets, preparing abstract of quotations, liaising with travellers and travel agencies for the finalization of itineraries and issuance of airtickets, raising Purchase Orders, endorsing payments to Finance, monitoring status of payments and refunds and preparing quarterly reports within the established Service Level Agreements (SLAs) for each process;
• •    Request hotel accommodations for travellers to Manila at FAO’s Preferred Hotel Programme (PHP) Hotels, prepare guarantees of payment, endorse and monitor status of payments to Finance;
• •    Establish Long-term Agreements with travel agencies in consultation with Procurement Unit and relevant units in HQs and RAP;
• •    Process travel expense claims within the agreed SLAs;
• •    Monitor and make regular follow-up on the settlement of outstanding travel advances;
• •    Prepare routine correspondence of administrative nature; draft correspondence to verify data, answer queries, and obtain additional information on travel and other administration-related matters, as required;
• •    Maintain a filing system of administrative/travel document;
• •    Maintain liaison with travel units in HQs and RAP, including external travel service providers and counterparts in other UN agencies;
• •    Keep up-to-date with travel and related administrative information, policies and procedures, and provide advice to staff and travellers as needed;
• •    Carry out

Technical/Functional Skills:

• •    Familiarity with and understanding of the work of international organizations, regional entities and national governments
• •    In-depth knowledge of travel management
• •    General knowledge and skills in the use of standard office software, such as MS Office (Word, Excel, Power Point)

Source: https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2500075