Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) advances the 2030 Agenda through its Strategic Framework by supporting the transformation toward more efficient, inclusive, resilient, and sustainable agrifood systems. This effort promotes better production, improved nutrition, a healthier environment, and enhanced livelihoods, ensuring no one is left behind.

The Subregional Office for the Pacific Islands (SAP) is responsible for developing, promoting, overseeing, and implementing strategies and projects that drive the transformation of food, agriculture, and rural development. It also fosters and maintains relationships with subregional institutions.

The Subregional Office is a subsidiary of the FAO Regional Office for Asia and the Pacific (RAP).

Reporting Lines

Under the overall supervision of the FAO Sub-regional Coordinator for the Pacific and the direct supervision of the International Operations Specialist, the National Travel and Administration Specialist will perform the full range of travel support and administrative processing functions.

Technical Focus

The National Travel Specialist is responsible for travel coordination, logistics management, and administrative support. He /she ensures quality, transparency and consistency of data, processes and services provided within his/her area of  responsibility and contributes to a smooth functioning of the work of the unit. The Travel and Administration Specialist is accountable for the Travel of the staff in the SAP region, and she/he is responsible for understanding the corporate setup, rules, regulations and policy and fulfil all the needed competencies, skills and certifications needed.

Tasks and responsibilities

•     Finalize the quarterly travel plan;
•     Coordinate with the travel agents for the most direct and economical route for the official itinerary;
•     Review the travel authorization in time in consultation with concerned staff and make sure to issue the ticket to the traveler;
•     Review travel expense claims, including verification of travel performed against entitlement and computation of costs within FAO liability;
•     Coordinate the refunds of travel costs from carriers, travel agents or travelers and taking necessary follow-up action;
•     Review and finalize the lump sum payments and post-factum claims, verifying correctness with FAO travel agent in cases of complex fares;
•     Provide the guidance and advise on travel rules and procedures to SSC/ Divisions/ Field Offices staff;
•     Ensure the timely settlement of the travel agents
•     Manage the concerning queries on travel-related payments/ recoveries/ entitlements from travelers/ SSC/ Human Resources  Management Division / Field Offices;
•     Verify correctness of records related to travelers in corporate systems to ensure proper accounting transactions relating to  claimant staff members and consultants;
•     Review the daily rejections/returned relating to travel payments, investigating and checking incorrect entries;
•     Review and reconcile recoveries, taking corrective action where necessary and validating items for recovery;
•     Assist Finance in clearing consultants’ honoraria payments, providing details relating to Travel Expense Claim (TEC) deductions and/or follow up actions with Divisions regarding outstanding TECs, performing any accounting adjustment;
•     Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•     University degree from an institution recognized by the International Association of Universities (IAU)/UNESCO in business administration, hospitality, tourism management, or a related field
•     Three years of relevant experience in travel coordination, administration, logistics management or a related role
•     Working knowledge of English and Samoan language
•     National of Samoa

FAO Core Competencies

•     Results Focus
•     Teamwork
•     Communication
•     Building Effective Relationships
•     Knowledge Sharing and Continuous Improvement

ADDITIONAL INFORMATION