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.

The position is located in the Shared Services Centre, SSC in Budapest, Hungary.

Main Purpose

The Travel Associate plays a lead role in the coordination of travel support services for the entire work unit. He/she performs a broad range of specialized travel-related functions, requiring in-depth knowledge of relevant policies and procedures. The incumbent ensures quality and consistency of processes and provides procedural guidance to clients and travel support staff.

Supervision Received/Exercised

The Travel Associate reports to the Travel Operations Officer.
Work is performed autonomously, showing a high degree of initiative and independent judgment. Supervision received is focused on facilitating service delivery and meeting client requirements. The incumbent provides guidance and training to travel support staff in the work unit.
Working Relationships

The Travel Associate maintains a wide range of contacts with managers in client departments and staff throughout the organization as well as with colleagues within the team in the delivery of travel-related services and handling of specialized and complex processes.

Key Functions/Results

•    Assist in processing Travel Authorizations and Travel Expense Claims ensuring conformity with FAO travel rules and procedures
•    Analyse and investigate technical problems, rejections and queries relating to recoveries, payments, rates etc. to verify correctness and alignment of records including adjustments and settlements of outstanding items in corporate systems.
•    Investigate and analyse complex cases and draft replies with documented evidence of background transactions.
•    Perform accounts reconciliation; review and approve expenditure documents ensuring conformity with FAO regulations and procedures; request journal vouchers for adjustments.
•    Participate in the design and implementation of automated travel management systems; recommend operational procedures and methodologies to accomplish the work.
•    Provide guidance and advice on travel rules and procedures to SSC/Divisions/Field Office staff.
•    Supervise junior level General Service staff assigned to the Travel Unit, providing training where necessary.
•    Review and reconcile monthly recovery reports, taking corrective action where necessary and validating items for recovery.
•    Assist Accounts Payable on clearances of consultants’ honoraria payments, providing details performing necessary accounting adjustments.
•    Respond to Service Now requests and Teams enquiries.
•    Supports corporate initiatives in accordance with the Corporate Environmental Responsibility Strategy to reduce emissions, increase efficiency and integrate sustainability.

Impact of Work

The incumbent’s work affects the smooth and efficient operation of the Organization’s travel support functions. He/she plays a lead role in the coordination and provision of the travel support services for the successful achievement of the Division/Office’s mandate.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary School Education
Experience: Five years of relevant experience in office/travel and accounting support work
Languages: Working knowledge (proficient – level C) of English
IT Skills: Very good knowledge of the MS Office applications, Internet and office technology equipment

Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit and reside within commuting distance of the duty station at the time of the application. “Commuting distance” means the distance within which staff members can travel daily between their place of work and their residence.

Competencies

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

Technical Skills

•    Thorough knowledge of the essential elements of a range of financial/accounting/budgeting activities, including the relevant policies, rules and regulations.
•    Thorough knowledge of Enterprise Resource Planning (ERP) corporate travel systems.
•    Thorough knowledge of communication and documentation standards.

Desirable Qualifications and Skills

•    Limited knowledge (intermediate – level B) of one of the other official FAO languages (Arabic, Chinese, French, Russian or Spanish).