Food and Agriculture Organization of the United Nations (FAO)
Job Description
2201931
National Project Personnel – Travel Specialist
Job Posting
: 13/Jul/2022
Closure Date
: 27/Jul/2022, 11:59:00 PM
Organizational Unit: FRMLW
Job Type
: Non-staff opportunities
Type of Requisition: NPP (National Project Personnel)
Grade Level: N/A
Primary Location
: Malawi-Lilongwe
Duration: 4 months (with possibility of renewal)
Post Number: N/A
IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device
FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply
Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO’s values
FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination
All selected candidates will undergo rigorous reference and background checks
All applications will be treated with the strictest confidentiality
Organizational Setting
FAO assists governments to develop policies, programmes and projects to address hunger and malnutrition, and provides technical support for the sustainable development of their agricultural, fisheries and forestry sectors and to respond to cries. FAO in collaboration with the Government of Malawi and with support of multiple development partners is implementing a wide range of activities to improve livelihoods of small-scale farmers as well as assisting a more inclusive and sustainable development in the country. FAO Malawi is currently supporting the Government to strengthen community-based resilience in vulnerable rural areas, facilitate a more sustainable management of natural resources and supporting nutrition-sensitive agriculture. Likewise, FAO provides and mobilizes technical assistance required by the country in areas related with agriculture production, agriculture economics and other areas relevant.
Reporting Lines
Under the overall supervision of the FAO Representative, the specific supervision of the Assistant FAOR-Administration and the direct supervision of the Section Head – Administration, the Travel Specialist performs routine finance and travel services and office support functions contributing to the smooth and efficient running of the organization.
Technical Focus:
The Travel Specialist will ensure quality and timely completion of travel related transactions for both local and international travel for staff and FAO partners on mission.
Tasks and responsibilities
The incumbent will be required to undertake tasks as follows:
Receive monthly travel plans from Heads of Units, consolidates them into one planning document and submits the same for approval in the last week of the month
Receive approved Back to Office Reports (BTORs) and Travel Expense Claims (TECs) and reviews adequacy of documentation and amounts chargeable to projects or other funds codes.
Post approved TECs in GRMS and submits hard copy documents for approval;
Process International Travel Authorization Requests and Back to Office Reports (BTORs) for both staff and Implementing Partners i.e.
Work with FAO approved Travel Agents to source travel quotations for travellers, procures air tickets.
Process travel related documentation e.g. Purchase Requisitions and Purchase Orders.
Assist with obtainment of visas for travellers in need.
Seek official approval for Government travellers before travel commences.
Assist in organizing accommodation and in-travel logistics for travellers.
Work with Finance Section to ensure Daily Subsistence Allowances for international travellers is timely provided.
Receive Mission Reports and liquidation documents from international travellers and clears the travel advances in GRMS.
Produce Weekly Statements on the status on Travel Advances; investigate all overdue LTAs and TECs.
Provide daily supervision of the Travel Assistant
Perform any other related duties as required
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Education and Experience
Minimum of a Degree in Accounting, Business Management or its equivalent.
Minimum of five years of experience in administrative/ finance and office support work
Working knowledge (level C) of English language, and excellent communication in the language of the duty station.
National of Malawi
FAO Core Competencies
Results Focus
Teamwork
Communication
Building Effective Relationships
Knowledge Sharing and Continuous Improvement
Technical/Functional Skills
Good knowledge of MS Office applications, Internet and office technology equipment.
Good knowledge of accounting systems and process flows.
Good knowledge of corporate financial/travel and administrative procedures and policies.
Proven ability to work as a member of a team with diverse backgrounds;
Ability to pay attention to detail;
Computer literacy
Ability to be multi-tasked and to handle large volumes of work in an effective and timely manner.
Excellent oral and written communication skills.
ADDITIONAL INFORMATION
FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
Incomplete applications will not be considered. If you need help please contact: Careers@fao.org
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 http://www.whed.net/
For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.
HOW TO APPLY
• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
• We encourage applicants to submit the application well before the deadline date.
If you need help, or have queries, please contact: Careers@fao.org
FAO IS A NON-SMOKING ENVIRONMENT