Travel Clerk x2

SecretaryFood and Agriculture Organization of the United Nations

VACANCY ANNOUNCEMENT NO: FAO/15/2011 (2 posts)

POSITION TITLE: Travel Clerk x2 GRADE LEVEL: SC 4
DUTY STATION: Nairobi
ORGANIZATIONAL UNIT: Somalia Country Office
(FAO-Somalia)
DURATION: 12 months, with possible
extension based on
performance
ELIGIBLE CANDIDATES KENYAN NATIONALS, OR OTHERS
RESIDENT AND AUTHORIZED TO WORK IN
KENYA
ANTICIPATED START
DATE:
As soon as possible
Under the overall guidance of the Officer in Charge (O.I.C.) FAO Somalia and the direct supervision
of the Head of Unit and/or the NPO (Finance & Administration), the incumbent provides operational
and office assistance to FAO programmes and projects and performs a variety of administrative
functions of the office.
Specifically, the incumbent performs the following duties:
 Performance of a Buyer role in BMS and preparation of POs for travel activities and
calculation of all related entitlements;
 Arrangements of travel and hotel reservations, preparation of travel authorizations, and
ensures preparation of arrival of VIPs and coordinates their reception at the airport;
 Arrangement of training venue and accommodation for the participants to
trainings/workshops/seminars/meetings;
 Arrangement and follow up of issuance of Travel Authorizations by Headquarter;
 Prepares requests for travel visas, and follow-up for their issuance from the Ministry of
Foreign Affairs. Ensure completion of Security Requirements by Traveller;
 Collection of information for DSA, travel agencies and other administrative surveys;
 Maintenance of the filing system ensuring safekeeping and accuracy of travel documents and
materials;
 Control all Travel Expenses Claim ensuring signature of traveller & Budget Holder or
approving officer, adequacy of supporting documents, and compliance with authorised final
itinerary;
 Extraction of data from various sources and cost analysis of travel services to units;
 Research and retrieval of statistical data from internal and external sources; preparation of
statistical charts, tables and reports on travel operations;
 Assistance in the preparation of budget for travel, meetings, workshop events, and provision
of information for audit;
 Perform other related duties as required.
Minimum requirements
Candidates should meet the following:
Education: Diploma level education, or compensated by additional years of experience or by
courses in general administration/travel operations or related training. Good
knowledge of travel operations procedures, initiative, good judgment and ability to
organize office work and prepare correspondence on own initiative. Good ability to
use PC, word processors and other technology equipment.
Experience: Four years of clerical/ administrative experience, including at least one year related
to implementation of larger programmes or projects.
Languages: Good working knowledge (level C) of English and knowledge of local languages.
Somali language considered an asset.
Other: Initiative, good judgment and ability to maintain records and databases, organize
office work and draft correspondence. Ability to use PC and other office technology
equipment.

TO APPLY:

Send your application to:

Candidates must submit a covering letter quoting the Position Title and Vacancy Announcement No.FAO/15/2011, along with their current/detailed Curriculum Vitae and FAO Personal History (PH) form (available here - see following page for guidelines on how to fill it out). The covering letter should explain the candidate’s motivation for seeking this position, and will be treated as a writing sample. E-mail is the preferred means of receipt of the application . The subject line of the e-mail message should read CONFIDENTIAL – FAO/15/2011.

Only short listed candidates meeting all essential qualifications will be contacted.