Travel Protocol Assistant

OBJECTIVES OF THE PROGRAMME

Administrative support services operated in a resource effective and efficient manner.

DESCRIPTION OF DUTIES

Under the direct supervision of the Administrative Officer, and the overall guidance of the Head of WCO,the duties are, but not limited to\:-Act as travel and protocol focal point; brief and guide staff, non-staff and visitors on WHO travel policy and rules related to travel class, entitlements and protocol matters, as well as General Management System (GSM) travel module.-Organize the travel of WRO staff and non-staff\: review travel requests, obtain price quotations and travel itineraries from travel agent, hotel bookings, arrange security clearance and raise travel requests in GSM.-Advise staff on visa and vaccination requirements; ensure that application forms are correctly completed, attaching necessary supporting documents and liaise with embassies timely issuance of entry visas.-Verify travel claims against authorized itinerary, with regard to actual routing and duration of stay. Recommend solutions in case of discrepancies.-Support missions of official visitors; make necessary arrangements for accommodation, transportation, meet and assist at airport and registration.-Ensure international staff and their families, official visitors and consultants are registered as per the immigration rules. Prepares and follow up on correspondences with concerned parties specially MOFA, Airport authority and Immigration department.-Coordinate with UNDP, RO and HQ issuance and timely renewal of UNLP and UN family certificates. Maintain and update related follow up system.-Coordinate with EMRO Technical units all logistic arrangements for intercountry meetings held in the country, make necessary hotel reservations, provide required equipment's and other services.-Draft correspondence with all counterparts and ensure travel processes are well documented. Update and maintain related files and records.-Participate in surveys regarding hotel rates and meeting arrangements, and ensure the deals are regularly updated.-Verify invoices received from hotels and travel agent and ensure payments are timely effected. Keep records of all payments made for reconciliation purpose.-Assist in verifying overtime for drivers.-Perform other administrative duties and assist/replace administrative staff in other teams, as required.Achievement Activities Include\:System to handle correspondence and file organization in conformance with specific guidelines and work requirements.Follow-up to maintain deadlines and required generation of correspondence.Improvements to the workflow, administrative office procedures and maintenance of office records.Selection of class of travel and related travel entitlements in line with rules and procedures.

REQUIRED QUALIFICATIONS

Education

Essential\: Completion of secondary education supplemented by secretarial training
Desirable\: University degree in business administration, social sciences or related field is an asset

Experience

Essential\: At least five years' secretarial/administrative related experience
Desirable\: Relevant experience in the UN system.

Skills

- Typing in English at the standard speed established by the Organization.- Good knowledge of WHO rules, manuals, practices/procedures and routines.- Good filing and organizational skills.- Ability to maintain good working relationships with staff, experts and visitors

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Knowing and managing yourself

Use of Language Skills

Essential\: Expert knowledge of English. Expert knowledge of the local language.
Desirable\: Intermediate knowledge of French.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at USD 23,684 (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.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

• Staff members in other duty stations are encouraged to apply.

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

• WHO is committed to workforce diversity.

• WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.

• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.