Travel Assistant

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. With 195 members - 194 countries and the European Union, FAO works in over 130 countries worldwide. FAO Ukraine is seeking to increase the resilience of livelihoods to threats and crises that affect agriculture, food and nutrition, focusing on four major areas\: - rural economic development - transition to sustainable agriculture and food production practices - adaptation to climate change - humanitarian assistance.

FAO Ukraine is the country office of the Food and Agriculture Organization of the United Nations, a specialized agency dedicated to achieving food security, reducing rural poverty, and promoting sustainable management of natural resources. FAO Ukraine works in close partnership with the government, civil society organizations, private sector, and other UN agencies to address the diverse challenges and opportunities in the agriculture, forestry, fisheries, and environmental sectors. By providing technical assistance, policy advice, and capacity development support, FAO Ukraine plays a vital role in fostering sustainable agricultural practices, strengthening the resilience of rural communities, and enhancing food security and nutrition across the country.

The role is in-office, based in Kyiv, Ukraine.

Reporting Lines

Under the overall supervision of DRO/FAO Ukraine Head of Office and the Head of Administration, the direct supervision of the Head of Travel and with close coordination with the administrative staff, programmatic units, and personnel across FAO Ukraine.

Technical Focus

The Travel Assistant performs a range of activities that provide administrative support for the travel coordination in accordance with FAO's rules, procedures, and practices.

Tasks and responsibilities

The Travel Assistant will be responsible for compound, logistics and fleet support to FAO Ukraine, ensuring tasks run smoothly, records are updated on a regularly and timely manner, and for the following tasks\:

• Provide travel assistance to locally and internationally recruited personnel on a day-to-day basis ensuring the timely delivery of travel arrangements and services and that the organization obtains the best service and price for all travel
• Extract, input, maintain and verify correctness of travel records in the organization’s corporate travel system(s) to ensure proper accounting transactions related to travel costs and staff travel, inquiring about and recording any discrepancies
• Process travel expense claims, in accordance with the organization’s rules and policies, verifying the travel performed against appropriate entitlements and ensuring that any discrepancies are recorded and rectified
• Process authorized lump sum payments, travel advances, and post-factum travel claims and verify their correctness
• Collaborate effectively with any other relevant units in Ukraine, the Regional Office and/or Headquarters, in the coordination of logistics for incoming and outgoing missions
• Accurately and timely submission of travel arrangements and use the organization’s corporate travel system(s)
• Provide administrative backstopping when needed
• Facilitate knowledge exchange and best practices within the office, promoting collaboration, continuous learning, change management, and innovation
• Maintain confidentiality and handle sensitive information with discretion
• Perform other related duties as required by FAO.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• High school diploma
• At least 2 years of relevant experience providing administrative support, logistics and/or supply chain, office management, fleet management, or similar
• Working knowledge or Native (Level C) Ukrainian
• Working knowledge (Level C) English
• National of Ukraine

FAO Core Competencies

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

Technical/Functional Skills

• Bachelor’s or advanced university degree in a discipline relevant to the assignment, including business administration, human resources, hotel or travel management, hospitality, or related area is considered an asset
• Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Power Point, Exchange)
• Ability to effectively use online information systems /databases
• Ability to deliver quality customer service, while applying critical thinking and relevant regulations and procedures
• Ability to take ownership and accountability for assigned processes and to work autonomously
• Ability to work quickly and under pressure

ADDITIONAL INFORMATION