Shipping Support Assistant

Organizational Setting

The Shared Services Centre (SSC) recommends and administers process management and procedures that need to be executed effectively; ensures the management of quality assurance activities associated with the transactional processes and implementation of service delivery; continuously improves the satisfaction of its customers, internal or external, while pursuing a continuous improvement agenda that will drive up service excellence while driving down the costs of service delivery through process standardization, process automation and self-service capabilities

Reporting Lines

The Shipping Support Assistant reports to and receives guidance from the Shipping Associate under the Travel Unit CSOC. This is a junior position.

Technical Focus

The Shipping Support Assistant will focus on Shipping Operations.

Tasks and responsibilities

• Liaise between relocating staff members and contracted service providers, supplying necessary shipping and insurance information in accordance with the existing manual policies and contractual agreements.
• Provide guidance and advice to SSC, Divisions, and Field Offices on Organizational rules, procedures, and entitlements related to shipment and insurance of household goods and personal effects.
• Respond to queries received through the Shipping and Insurance Unit shared mailbox from travellers, SSC, Human Resources, and Field Offices regarding shipping and insurance matters.
• Review and process shipping invoices and insurance requests/claims, ensuring accuracy and conformity with FAO rules, regulations, and contractual agreements.
• Maintain upkeep of shared files of the unit, including shipping records, service provider performance reports, and insurance claims/extended coverage requests.
• Monitor international household goods and personal effects shipments of FAO staff members arranged via air, sea, and road transport.
• Address complaints and concerns from staff members, ensuring clear communication, prompt responses, and resolutions that uphold service quality and client satisfaction.
• Support the monitoring and coordination of FAO’s household goods and personal effects international relocations contract, assisting with ensuring compliance with Service Level Agreements and contractual terms
• Monitor and assess recurring service issues, escalate to management or the service provider as needed, recommend process improvements, and track implementation of corrective actions.
• Stay informed of industry practices, international shipping regulations, and customs procedures to effectively monitor provider performance.
• Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum requirements

• Secondary school education required; university degree in logistics, supply chain, business administration, or related field is an asset.
• At least 2 years of experience in freight forwarding, logistics, or international relocations, including direct experience with shipment planning, documentation, and customs procedures.
• Working knowledge (proficient – level C) of English.
• National of Hungary or resident of the country with a valid work permit.

FAO Core Competencies

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

Technical/Functional Skills

• Strong organizational and time-management skills.
• Excellent interpersonal and communication abilities.
• Problem-solving and conflict resolution skills.
• Proficiency in MS Office (Word, Excel, Outlook) and shipment tracking systems.
• Familiarity with Incoterms and international trade/shipping regulations.

Selection Criteria

• Knowledge (intermediate – level B) of other official FAO languages (Arabic, Chinese, French, Russian or Spanish).
• Strong organizational and time-management skills
• Excellent interpersonal and communication abilities.
• Experience in monitoring and managing service providers under contractual agreements is an asset.
• IT Skills: Very good knowledge of the MS Office applications, Internet and office technology equipment

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.