Somalia: Travel Assistant FAO/57/2013

Job Role, Duties and Responsibilities

Under the overall supervision of the Officer in Charge (O.I.C.) FAO Somalia and the direct supervision of the Head of Unit and/or the NPO, to provide support to office operations performing a variety of standard administrative and travel processes ensuring high quality and accuracy of work. In particular to:

• Performance of a Buyer role in BMS and preparation of POs for travel activities and calculation of all related entitlements;

• Arrangements of travel and hotel reservations, preparation of travel authorizations, and ensures preparation of arrival of VIPs and coordinates their reception at the airport;

• Arrangement of training venue and accommodation for the participants to trainings/workshops/seminars/meetings;

• Arrangement and follow up of issuance of Travel Authorizations by Headquarter;

• Prepares requests for travel visas, and follow-up for their issuance from the Ministry of Foreign Affairs. Ensure completion of Security Requirements by Traveller;

• Collection of information for DSA, travel agencies and other administrative surveys;

• Maintenance of the filing system ensuring safekeeping and accuracy of travel documents and materials;

• Control all Travel Expenses Claim ensuring signature of traveller & Budget Holder or approving officer, adequacy of supporting documents, and compliance with authorised final itinerary;

• Extraction of data from various sources and cost analysis of travel services to units;

• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports on travel operations;

• Assistance in the preparation of budget for travel, meetings, workshop events, and provision of information for audit;

• Perform other related duties as required.

Min Qualification:

Diploma level education, including or supplemented by courses in general administration/travel operations or related training

Good Knowledge of travel operations procedures, initiative, good judgment and ability to organize office work and prepare correspondence on own initiative

Min Experience:

5 years of administrative functions or travel operations experience, of which at least 2years related to implementation of larger programmes or projects

Grade SC-5

Interested candidates are requested to submit a cover letter quoting the Position Title and Vacancy Announcement Number along with their current/detailed Curriculum Vitae and FAO Personal History (PH) form available at http://fmt.faoso.net/documents/PH_form-Blank.docx

E-mail is the preferred means of receipt and applications should be sent to HR-Somalia@fao.org The subject line of the e-mail message should be indicated as per the specific Vacancy Announcement Number for each position as indicated i.e. CONFIDENTIAL– FAO/57/2013

If making a hard copy submission, the envelope should be clearly marked in the same way and sent to the following address:

FAO-Somalia
UN-Somalia Ngecha Road Complex
Corner Lower Kabete Road/Ngecha Road
P.O. Box 30470-00100,
Nairobi, Kenya.

Applications may also be faxed, again clearly indicating Vacancy Announcement as appropriate in the subject line, to +254-20-4000333.

Applications must be received by Friday, May 17th 2013. Late applications will not be considered. Only short listed candidates meeting all essential qualifications will be contacted.

. All positions are open to Somali Nationals ONLY.