National Travel and Administration Specialist

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is an international organization that leads global efforts to defeat hunger and improve nutrition and security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security. Established in 1945, FAO works in over 130 countries worldwide, employing thousands of staff who are dedicated to achieving food security for all. The organization aims to support the transformation toward more efficient, inclusive, resilient, and sustainable agrifood systems, aligning its mission with the 2030 Agenda for Sustainable Development. The Subregional Office for the Pacific Islands (SAP) is a key component of FAO's operations, focusing on the unique challenges and opportunities in the Pacific region, and fostering relationships with local institutions to enhance food and agriculture initiatives.

Job Overview:
The National Travel and Administration Specialist plays a crucial role in ensuring the smooth operation of travel logistics and administrative processes within the FAO Subregional Office for the Pacific Islands. This position is responsible for coordinating travel arrangements for staff in the SAP region, ensuring compliance with FAO policies and procedures. The specialist will manage travel logistics, including the review and approval of travel authorizations, coordination with travel agents, and oversight of travel expense claims. The role requires a strong understanding of travel regulations and the ability to provide guidance to staff on travel-related matters. The specialist will also be accountable for maintaining accurate records and ensuring timely settlements of travel-related payments, contributing to the overall efficiency of the unit's operations.

Duties and Responsibilities:
The National Travel and Administration Specialist will be responsible for a comprehensive range of tasks, including but not limited to: finalizing the quarterly travel plan; coordinating with travel agents to determine the most economical travel routes; reviewing travel authorizations and issuing tickets; verifying travel expense claims against entitlements; coordinating refunds of travel costs; reviewing and finalizing lump sum payments; providing guidance on travel rules and procedures; managing queries related to travel payments; ensuring the accuracy of records in corporate systems; investigating and correcting any discrepancies in travel payments; reconciling recoveries; assisting finance with consultant payments; and performing any other duties as required to support the travel and administration functions of the office.

Required Qualifications:
Candidates must possess a university degree from an institution recognized by the International Association of Universities (IAU) or UNESCO in fields such as business administration, hospitality, tourism management, or a related area. Additionally, candidates should have a minimum of three years of relevant experience in travel coordination, administration, logistics management, or a similar role. A working knowledge of both English and Samoan is essential, and candidates must be nationals of Samoa to be eligible for this position.

Educational Background:
The educational background required for this position includes a university degree from an accredited institution, specifically in business administration, hospitality, tourism management, or a related field. The degree must be recognized by the International Association of Universities (IAU) or UNESCO, ensuring that the educational qualifications meet international standards. This requirement underscores the importance of having a solid foundation in relevant disciplines to effectively manage travel and administrative functions.

Experience:
The position requires candidates to have at least three years of relevant experience in travel coordination, administration, logistics management, or a related role. This experience should demonstrate the candidate's ability to handle travel logistics, manage administrative tasks, and ensure compliance with organizational policies. Candidates with a proven track record in similar positions will be better equipped to navigate the complexities of travel arrangements and administrative processes within the FAO framework.

Languages:
A working knowledge of English is mandatory for this position, as it is the primary language of communication within the FAO and among its international staff. Additionally, proficiency in the Samoan language is required, reflecting the local context of the position and the need for effective communication with local stakeholders and staff. Candidates who possess language skills in other Pacific languages may have an advantage, although they are not explicitly required for this role.

Additional Notes:
The FAO does not charge any fees at any stage of the recruitment process, including application, interview, or processing. It is important to note that applications received after the closing date will not be accepted. FAO only considers higher educational qualifications obtained from institutions accredited or recognized in the World Higher Education Database (WHED). Candidates must also be medically fit for appointment and meet any residency or visa requirements, as well as security clearances. This position is likely to be full-time, and candidates should be prepared to engage in a dynamic work environment that supports the FAO's mission in the Pacific Islands.