Travel and Protocol Clerk

OBJECTIVES OF THE PROGRAMME

Country Management Support Units (CSUs) have been established in the organisational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.

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DESCRIPTION OF DUTIES

Under the overall supervision of the Operations Officer for WHO Nigeria, direct supervision of the Procurement & Travel Specialist, the incumbent will oversee the following tasks:

Travel

·Provide logistical support during arrival and departure of the WCO official visitors, WRs, senior personnel, and special invitees at the airport. Provide updates on staff arrivals and departures to ensure service delivery

·Facilitate the issuance of visas on arrival for guests arriving on short notice at the airport.

·Ensure that all travel itineraries are approved by the Operations Officer or designated official.

·Facilitate the travel arrangement of WHO staff, their family members, and other personnel traveling on WHO missions within and outside the country.

·Serve as back up to the team members in similar or different positions within the WCO.

·Ensure compliance with the Travel Policy.

·Assist in the production of reports, statistics, and/or information material on travel when required.

• Under special approval and in line with the fleet policy, drive the official vehicle for travel and protocol assignments.

Protocol

• Assist in facilitating contacts with Embassies' protocol services, international agencies in WCO and Ministries of Foreign Affairs.
• Provide updates to the Operations Officer on the diplomatic directory, as changes come to the incumbent's attention in the course of his/her work.
• Assist in processing visas through preparation of documentation and submitting to the diplomatic agencies.
• Assist in the processing of protocol documents including staff service cards with Ministry of Foreign Affairs (MoFA).
• Follow up and maintain regular liaison with the Ministry of Foreign Affairs and Nigeria Immigration Authority on visa processing and work permit matters.
• Maintain regular liaison with the Federal Airports Authority of Nigeria and Nigeria Customs Services to enhance ease of passage for high profile delegates.

·Support in the preparation and organisation of protocol aspects of official events held between the WCO, and State Governments, and other AFRO region official delegations.

General Administrative Support

• Provide general support to the Travel and Protocol Unit in photocopying, lamination, filing, scanning, and dispatch of documents
• Support the processing of official vehicle plate numbers and driver’s license through the Ministry of Foreign Affairs and Federal Road Safety Commission.
• Support the processing of shipments customs clearance through submission of applications to the Ministry of Foreign Affairs and collection of approved waivers.

·Perform any other duty assigned

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school followed by administrative training .

Desirable: . Diploma ina relevant field; Training in UN systems is an advantage; Proven skills in drafting and editing letters

Experience

Essential: A minimum of 3 years of relevant experience in a recognized public or private institution, in the UN and have sound knowledge of its rules, regulations, procedures and practices as related to the work.
Desirable: Experience in other areas of administrative work.

Skills

• Excellent communication skills.
• Excellent diplomatic skills and ability to engage with wide range of stakeholders
• Ability to demonstrate effective interpersonal skills by working well as a member of a team.
• Ability to operate Microsoft Word and Excel software
• Fluent in written and spoken English

Qualified and excellent driving skills

WHO Competencies

1. Teamwork

2. Respecting and promoting individual and cultural differences

3. Communication

4. Producing results

5. Ensuring the effective use of resources

Use of Language Skills

Essential: Expert knowledge of English.
Desirable:

REMUNERATION

Remuneration comprises an annual base salary starting at USD 14671 per year (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

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 may be used as a form of screening.

• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.

• 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.

• For information on WHO's operations please visit: http://www.who.int.

• 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.

The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (

https://www.who.int/careers/diversity-equity-and-inclusion

)are strongly encouraged to apply for WHO jobs.

Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to

reasonableaccommodation@who.int

• 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.

• This is a National Professional Officer position. Therefore, only applications from nationals of the country where the duty station is located will be accepted. Applicants who are not nationals of this country will not be considered.

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