Travel Assistant (Travel And Transportation Unit)

The Travel Assistant supports the administrative functions of the Travel and Transportation Unit, assisting with processing transactions and use of corporate travel systems. The role ensures quality and consistency of processes and provides procedural guidance to clients and travel support staff.

Responsibilities

• Receive and review incoming requests and provide answers to standard queries relating to FAO's travel programme, policies and procedures.
• Track and maintain data records related to travel unit activities.
• Assist with data collection, generate reports and other information required to support FAO's travel programme.
• Assist with provision of data to internal and auditors and implementation of audit recommendations.
• Log and track issues with travel systems, draft system change requests for approval and participate in the testing of system changes and fixes.
• Track and monitor service issues with the contractors managed by the unit and follow up for timely resolution.
• Participate in the development, coordination and delivery of travel programme related training.
• Provide inputs for system testing, design and procedural changes and perform user acceptability tests of all travel system changes.
• Process and prepare Import License Requests for staff entitlement related shipments and liaise with the Italian Ministry of Foreign Affairs on all matters relating to import licenses.
• Provide administrative support to the Travel Unit and assist head of unit to manage the activities of the Unit.
• Perform other related duties as required.

Requirements

• Secondary School Education.
• Three years of relevant experience in office / administration / travel / or accounting support work.
• Working knowledge (proficiency - level C) of English.
• Very good knowledge of MS Office applications, Internet and office technology equipment.
• Residency within commuting distance of Rome, Italy, with valid visa or work permit if not a national.
• Good knowledge of financial rules and regulations, accounting policies and practices.
• Good knowledge of Enterprise Resource Planning (ERP) corporate travel systems.
• Good knowledge of communication and documentation standards.
• Familiarity with UN or FAO travel policies, rules and procedures is desirable.
• Experience in data entry, records management and generating reports from ERP or travel management systems is desirable.
• Experience working in an international organization or multicultural environment is desirable.

Skills

• Office Management
• Travel Support Services
• Accounting Support
• Microsoft Office Suite
• Internet Technology
• Office technology equipment
• Financial Rules and Regulations
• Accounting Policies Development
• Enterprise Resource Planning
• Corporate Travel Systems
• Communication standards
• Documentation standards
• Data Entry
• Records Management Projects
• Report Generation

Languages

English