Location: Kenya, Somalia
Organization: Food and Agriculture Organization
Country: Kenya, Somalia
Closing date: 06 Nov 2013
Under the overall supervision of the Officer in Charge (O.I.C.) FAO Somalia and the direct supervision of the Senior Administrative Officer, to provide support to office operations performing a variety of standard administrative and travel processes ensuring high quality and accuracy of work.
He/ she will particularly
- Prepare Travel Advances in GRMS - Global resource management System
- Follow up on all Mission Travel Claims for staff and international Consultants.
- Make arrangements of travel and hotel reservations, preparation of travel authorizations, and ensures preparation of arrival of VIPs and coordinates their reception at the airport;
- Make arrangement of training venue and accommodation for the participants to trainings/workshops/seminars/meetings;
- Arrangement and follow up of issuance of Travel Authorizations by Headquarters;
- Prepare requests for travel visas, and follow-up for their issuance from the Ministry of Foreign Affairs.
- Ensure completion of Security Requirements by Traveler;
- 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 traveler;
- Budget Holder or approving officer, adequacy of supporting documents, and compliance with authorized 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;
- Assist in the preparation of budget for travel, meetings, workshop events, and provision of information for audit;
- Manage living allowances for international consultants
- Manage Danger pay for international staff and consultants
- Perform other related duties as required.
Minimum Requirements
Education:
- Secondary school education or equivalent commercial school.
- Diploma level education, including or supplemented by courses in general administration/travel operations or related training will be an advantage.
Work Experience:
- Two years of clerical, administrative, logistics and travel operations experience.
Languages:
- Working knowledge (level C) of the FAO official language used for communication within the country (English, French or Spanish) and working knowledge of the local language(s) is required.
IT Skills:
- Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Exchange) etc.
- Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format.
Office Management Skills:
- Systematic, well structured and efficient approach to work assignments.
- Analytical ability, accuracy and consistency.
- Exercise diligence and care in dealing with records and expenditures.
- Interpersonal Communications and Teamwork Skills:
- The incumbent must possess a cooperative spirit, flexibility and openness to work in an international environment.
- Tact and courtesy. Ability to establish and maintain effective working relationships with people of different national and cultural background.
How to apply:
Send your application to:
Candidates are requested to submit a covering letter quoting the Position Title and Vacancy Announcement No. FAO/121/2013 along with their current/detailed Curriculum Vitae and FAO Personal Profile Form (PPF) available http://www.fao.org/employment/irecruitment-access/en/. E-mail is the preferred means of receipt and the application should be sent to HR-Somalia@fao.org
Applications must be received by the deadline. Late applications will not be considered.
Only short listed candidates meeting all essential qualifications will be contacted.
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