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Travel Assistant

Riyadh

  • Organization: FAO - Food and Agriculture Organization of the United Nations
  • Location: Riyadh
  • Grade: Administrative support - GS-4, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Transport and Distribution
    • RNE
  • Closing Date: Closed

IMPORTANT NOTICE\: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

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The length of appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to the extension of appointments

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FAO is committed to achieving workforce diversity in terms of gender and nationality

People with disabilities are protected from any type of discrimination during any stage of employment, including the recruitment phase

All applications will be treated with the strictest confidentiality

Organizational Setting

This position is located in the Programme Management Unit (PMU) of the FAO UTF Technical Cooperation Programme in Riyadh, Kingdom of Saudi Arabia

Main Purpose

The Travel Assistant performs a large variety of routine functions assisting the processing of transactions and the use of corporate travel systems.

Supervision Received/Exercised

The Travel Assistant reports to the Administrative Officer under the general supervision of the FAO Programme Director. The incumbent operates independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.

Working Relationships

The Travel Assistant usually interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative and office support services.

Key Functions/Results
  • Process travel expense claims, in accordance with the organization’s rules and policies; verify travel performed against appropriate entitlements;
  • Identify, review and claim refunds of travel costs from travel agents or travellers and take necessary follow up action;
  • Process authorized lump sum payments, travel advances and post-factum travel claims and verify their correctness;
  • Provide travel assistance to staff 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;
  • Brief/de-brief staff members on issues relating to related administrative matters such as visas, security clearance, documentation procedures ,etc.
  • Extract, input, maintain and verify correctness of travel records in the organization’s corporate travel system to ensure proper accounting transactions related to travel costs and staff travel;
  • Assist in the preparation of budgets on travel costs and maintain travel budgetary and statistical control records;
  • Assist in clearing outstanding travel-related balances through reviewing travellers’ recovery lists and taking the necessary follow-up action;
  • Perform other duties as required.

Impact of work

The incumbent's work impacts on the timely and efficient delivery of the immediate work unit’s travel support services.

MINIMUM REQUIREMENTS - candidates will be assessed against the following


Minimum Requirements
Education\: Secondary School Education

Experience\: Three years of relevant experience in office support work

Languages\: Working knowledge (Level C) of English and either Arabic or French

IT Skills\: Good knowledge of the MS Office applications, Internet and office technology equipment

Competencies
• Results Focus
• Teamwork
• Communication

• Building Effective Relationships

• Knowledge Sharing and Continuous Improvement

Technical Skills

• Good knowledge of communication and documentation standards

• Good knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies

Desirable Qualifications And Skills
  • Good knowledge of the organizational structure.
  • Perform protocol liaison activities with the Host Government.

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FAO staff are expected to adhere to FAO Values of Commitment to FAO,

Respect for All and Integrity and Transparency

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This vacancy is now closed.
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