Reporting Lines

The Administrative Assistant (Travel) will work under the overall supervision of the Senior Administrative Officer and will work closely with the Administrative Assistant (Travel / Protocol).

Technical Focus

The Administrative Assistant (Travel) will perform a wide range of routine administrative functions in support of the smooth and efficient travel in the RAF Region. He/she will support day-to-day administrative actions, including specialized and complex processes and functions, ensuring consistency, timeliness and conformity with relevant FAO manuals, guidelines and procedures on travel.

Tasks and Responsibilities

• Provide travel assistance ensuring the timely delivery of travel arrangements and services, including the application of the organization’s rules and policies to personnel receive relevant entitlements, and that the organization obtains the best service and price for all travel
• Prepare, draft, and review correspondence and reports related to travel and recommend improvements for compliance with FAO rules and regulations.
• Verify visa requirements, health protocols, and insurance coverage for all travellers.
• Request guidance from direct supervisor whenever there is uncertainty regarding policy interpretation, exceptions, or complex travel scenarios.
• Monitor FAO Travel Agents in terms of on time booking and ticket issuance and amendments, comparing quotations against the best route and prise. Escalate issues related to delays or non-compliance by travel vendors.
• Liaise with the travel initiators and review all travel request with regards to price quotation, itinerary, applicable class of travel etc.
• Review supporting documentation for processing affiliate workforce, travel or financial actions in FAO’s corporate systems, while ensuring compliance with FAO’s rules and regulations.
• Draft routine correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.
• Maintain a filing system of travel/administrative documents.
• Process payment for tickets issued and ensure timely settlement of travel-related invoices.
• During the absence of the RAF Travel/Protocol Administrative Assistant, take appropriate action in the day-to-day work related to travel and brief on return.
• Maintain accurate travel data in FAO corporate systems (e.g., GRMS) and ensure proper filing of travel/administrative documents.
• Generate periodic reports on travel costs, compliance, and vendor performance for management review.
• Provide guidance to staff on FAO travel procedures, entitlements, and documentation requirements.
• Perform any other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

• University degree in Business Administration, Management Hospitality, Tourism, Event Management, or related fields
• Two years’ experience in administration, travel administration, financial or administrative support, processing travel claims, managing travel records, or related operational functions within international or similarly structured environments.
  Working knowledge (level C) of English
• National of Ghana or resident of the country with a valid work permit