Travel & Protocol Assistant at World Health Organization

DESCRIPTION OF DUTIES

Under the general supervision of the Operations Officer, the incumbent performs the following functions:

Travel management

1. Ensure that all travel itineraries are approved by the Operations Officer;
2. Ensure compliance with the Travel Policy;
3. Assist in the production of reports, statistics, and/or information material on travel when required;
4. Serve as back up to the team members in similar or different positions within the WCO.

Protocol

1. Assist in the preparation and organisation of protocol aspects of official events held between the WCO and AFRO region official delegations;
2. Assist in the coordination of formalities at arrival and departure of the WCO official visitors, WRs and missions, and special invitees at the airport;
3. Ensure required logistic arrangements during the travel of the WR, in collaboration with WR’s Assistant;
4. Coordinate the protocol activities during the WCO country missions and other official events; Provide updates to the WR’s Office on the diplomatic directory, as changes come to incumbent’s attention in the course of his/her work;
5. Assist in facilitating contacts with Embassies’ protocol services, International agencies in WCO and Ministries;
6. Assist in facilitating contacts with UNON-based Host Country Services Unit for protocol services required by staff members arriving at the duty station. Perform other related responsibilities as assigned, including replacing and backstopping for others as required

Fleet management

1. Coordinate and provides sound transport management service in WHO country office; 
2. Assess the transport need and develops transport plan to ensure availability of transport for the planned activities of WHO country office;
3. Monitor the movement of WHO vehicles in accordance with the rules and the regulation of WHO;
4. Manage the inventory of WHO vehicles and ensures that the vehicles are road worthy;
5. Act as focal point with external contractors for vehicle maintenance; evaluates the quality of maintenance conducted on WHO vehicles and provides technical advice when required;
6. Ensure proper management of radio HF and VHF communication network- Follows up the process of annual inspection and insurance policy for all WCO vehicles;
7. Assist in the production of reports, statistics, and/or information material when required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary education with training of general administrative practices with focus on Logistics, Procurement and Travel practices, theories and procedures.
Desirable: Training in logistics, supplies/procurement and travel would be an asset. Working experience With WHO/UN and/or other INGO/Multi national organizations.

Experience

Essential: At least 8 years progressive working experience in administrative positions preferably with several years experience in the UN/INGO/Multi national organizations
Desirable: Experience in other areas such as Programme Management would be an asset.

Skills

Work requires maintaining up to date knowledge on any changes to the standard operating procedures.  The incumbent is also expected to maintain computer skills including skills Global Management System, to the standard of the Organization by self study or in-house training. Knowledge of WHO rules, regulations, policies and practices would be an asset.

WHO Competencies

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing result
• Ensuring the effective use of resources

Use of Language Skills

Essential: Expert knowledge of English.

Desirable: Expert knowledge of Local Language

Closing Date: Mar 12, 2022, 1:59:00 AM