Administrative Assistant (Travel)

Job Posting Organization:
The Food and Agriculture Organization (FAO) of the United Nations is a specialized agency established to lead international efforts to defeat hunger. The organization contributes to the achievement of the 2030 Agenda through its Strategic Framework, which supports the transformation to more efficient, inclusive, resilient, and sustainable agrifood systems. FAO operates globally, with a focus on improving production, nutrition, the environment, and overall quality of life, ensuring that no one is left behind. The Regional Office for Africa (RAF) plays a crucial role in addressing regional priorities for security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security, agriculture, and rural development, overseeing the planning and implementation of FAO's activities in the region. The office collaborates with various departments and divisions at FAO Headquarters to develop and promote strategic responses to regional challenges, while also advising on the integration of these priorities into the organization's work and budget. RAF is dedicated to fostering regional partnerships, facilitating policy dialogue, and supporting capacity development and resource mobilization for food security and agricultural development across Africa.

Job Overview:
The Administrative Assistant (Travel) position is designed to support the smooth and efficient travel operations within the FAO Regional Office for Africa. This role involves a variety of routine administrative functions that are essential for ensuring that travel arrangements are executed in a timely and compliant manner. The Administrative Assistant will work under the supervision of the Senior Administrative Officer and closely with the Administrative Assistant (Travel/Protocol). The position requires a proactive approach to managing travel logistics, ensuring adherence to FAO's policies and guidelines, and providing excellent service to staff members traveling for official purposes. The successful candidate will be responsible for coordinating travel arrangements, verifying documentation, and maintaining accurate records, all while ensuring that the organization receives the best possible service and pricing for travel-related expenses.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant (Travel) include providing comprehensive travel assistance, ensuring timely delivery of travel arrangements and services, and applying organizational rules and policies to ensure personnel receive their entitlements. The role involves preparing, drafting, and reviewing correspondence and reports related to travel, as well as recommending improvements for compliance with FAO regulations. The assistant will verify visa requirements, health protocols, and insurance coverage for travelers, and will seek guidance from supervisors when faced with policy uncertainties. Monitoring the performance of FAO Travel Agents, liaising with travel initiators, and reviewing travel requests are also key responsibilities. The assistant will process payments for tickets, maintain a filing system for travel documents, and generate periodic reports on travel costs and compliance. Additionally, the role includes providing guidance to staff on travel procedures and performing any other duties as required.

Required Qualifications:
Candidates must possess a university degree in Business Administration, Management, Hospitality, Tourism, Event Management, or related fields. A minimum of two years of experience in administration, travel administration, financial or administrative support, or related operational functions within international or similarly structured environments is required. Candidates should have a working knowledge (level C) of English and must be nationals of Ghana or residents with a valid work permit.

Educational Background:
The educational background required for this position includes a university degree in relevant fields such as Business Administration, Management, Hospitality, Tourism, or Event Management. This educational foundation is essential for understanding the complexities of travel administration and the associated regulations and procedures.

Experience:
The position requires a minimum of two years of relevant experience in administration, specifically in travel administration, financial support, or managing travel records. Experience within international organizations or similarly structured environments is highly valued, as it provides the necessary context for understanding the operational functions of the FAO.

Languages:
A working knowledge of English (level C) is mandatory for this position. Additionally, an intermediate knowledge of French (level B) is desirable, as it can enhance communication within the multicultural environment of the FAO and facilitate interactions with French-speaking stakeholders.

Additional Notes:
This position is based in Accra, Ghana, and is likely to be a full-time role. The FAO emphasizes the importance of building effective relationships and teamwork, and candidates will be assessed against core competencies such as results focus, communication, and knowledge sharing. The organization may also offer various benefits and opportunities for professional development, although specific details regarding compensation and contract duration are not provided in the job description.