Assistant (Logistics, Travel & Protocol) Vacancy Job Ref: VACWHO1175-24

OBJECTIVES OF THE PROGRAMME

Country Office Administrative Support Units (CSUs) have been established in the organizational structure for a number of reasons, including: to provide support to managers and staff to enable them to fully exercise their responsibilities in the GSM environment; and to ensure compliance with WHO policies, procedures, rules and regulations in all administrative and financial transactions or matters, within the context of an Enterprise Resource Planning (ERP) system.

DESCRIPTION OF DUTIES

Under the supervision of the Operations Officer, the Logistics, Travel and Protocol Assistant provides technical support to program managers and staff members in the execution of GSM transactions in the following areas:

Logistics.

The incumbent:

Assists international staff members in the importation, acquisition and registration of their vehicles and personal effects;

Monitors the annual inspection process and insurance policies of all office vehicles.

Fleet Management:

Monitors the maintenance and good condition of vehicles;

Monitors the fuel consumption of vehicles;

Monitors the repair of vehicles;

Ensures the dispatching of drivers.

4. Inventory Management

Maintains entry and exit vouchers; Maintains inventory management.

5. Building Management: Monitoring of building maintenance and repairs Monitoring of premises maintenance, including green spaces. Travel and meeting management.

The incumbent will: 6. Record and manage meeting plans in GSM;

7. Record and manage travel requests for meetings and official missions;

8. Ensure compliance with travel policy;

9. Prepare itineraries and their pricing in close collaboration with the travel agency.

10. Make all administrative arrangements for meetings and official missions of the country office and manage travel plans;

11. Ensure possible re-routing of tickets if necessary and calculate differentials due

12. Ensure the processing, verification and calculation of invoices received before payment;

13. Serve as liaison between the WHO office and the various travel agencies and negotiate all facilities;

14. Follow up on the implementation of recommendations made during missions;

15. Manage hotel/accommodation reservations during meetings;

16. Follow up on refunds for partially or non-partially used tickets;

17. Assist in the production of reports, statistics and/or information materials, as required;

18. Monitor and control rebates due;

19. The incumbent will serve as a fallback in the absence of a team member occupying a similar or other position within the country office. Protocol.

The incumbent will: Ensure the submission, collection and follow-up of visa applications for official missions routed to Embassies and Diplomatic Missions; Ensure reception formalities at the airport for official travelers on mission;

Maintain a database of contacts of Embassies in the country; Assist in the processing of laissez-passer applications; Assist internationally recruited staff and their dependents in applying for residence permits/visas, identity cards and other documents from immigration services in accordance with United Nations and national government requirements; Handle protocol aspects of the WR, Regional Director and Director General in close collaboration with their office and in collaboration with State Protocol.

REQUIRED QUALIFICATIONS

Education

Essential: High school diploma (Baccalaureate) or equivalent technical training followed by training in a technical field applied to Logistics, Travel/ticketing. Desirable: A professional license or BTS in the fields of Logistics, Travel Agency, Tourism or IATA would be an asset.

Experience

Essential: At least five (05) years of practical and relevant experience in the field of travel management, logistics with a good knowledge of the rules, regulations, procedures and practices that apply to the tasks to be performed.

Desirable: Significant work experience in a similar field within the United Nations system or multiple partners, NGOs would be an asset.

Skills

Promote integration and teamwork Respect and promote individual and cultural differences Communicate in a credible and effective manner Ensure the efficient use of resources Produce results

WHO Competencies

Teamwork Respecting and promoting individual and cultural differences Communication

Use of Language Skills

Essential: Expert knowledge of French. Desirable: Intermediate knowledge of English.

ADDITIONAL INFORMATION

• This vacancy notice may be used to fill other similar positions at the same grade level
• Only candidates under serious consideration will be contacted.
• A written test and/or an asynchronous video assessment may be used as a form of screening.
• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
• An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment).
• All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
• Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW).
• The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process.
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

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