Project Travel Assistant

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment and a better life, leaving no one behind.

FAO is a specialized agency of the UN that leads international efforts to defeat hunger. FAO's goal is to achieve food security for all and ensure 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 Country Offices, working under overall corporate guidance and in line with the Strategic Framework, offer policy advice and support to countries in the mandated areas of FAO, facilitated through partnerships, resources and an active country programme to provide technical assistance, develop capacities and deliver core services while fully observing international standards of accountability to establish leadership and strengthen impact at the country level.

The offices deliver on the programmatic priorities of each country as agreed in their respective Country Programming Frameworks (CPFs) aligned to the UN Sustainable Development Cooperation Framework (UNSDCF) and ensure effective and efficient operations with adequate human and financial resources.

Specifically, FAO Country Offices: 

•    advocate, inform and support policies and investments in the areas of FAO's mandate;
(ii)    provide technical assistance and deliver core services; 
(iii)     assist and catalyse partnership and resource mobilization activities to support agrifood systems transformation; 
(iv)    position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems transformation; and 
(v)    ensure risk-smart and accountable operations and management.  

For more than four decades, FAO has been working with the Government of the Philippines, civil society, community-based organizations, the academe and the private sector to address challenges in the agriculture, fisheries and forestry sector. Joint efforts have included increasing sustainability in agricultural production, promoting value-adding practices, mechanization and modernization through improving post-harvest management, enhancing productivity and increasing the resilience of agriculture-based livelihoods to natural disasters, climatic hazards and armed conflict.

The position is located in the FAO Country Office in the Philippines.

Reporting Lines

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

Technical Focus

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

Tasks and 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 any other relevant duties within his/her technical competence as may be requested by the FAO Representative.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

•    University degree in operations management, business administration, accountancy or related disciplines.

•    At least 5 years of relevant experience in travel management and administrative matters.

•    Working knowledge (level C) of English

•    A national of the Philippines

FAO Core Competencies

•    Results Focus

•    Teamwork

•    Communication

•    Building Effective Relationships

•    Knowledge Sharing and Continuous Improvement

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)

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• Applications received after the closing date will not be accepted
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at   
• For additional employment opportunities visit the FAO employment website:  
•  Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.