Protocol Assistant

OBJECTIVES OF THE PROGRAMME

The Country Management Support Units (CSUs) have been established in the organizational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to secure 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.

DESCRIPTION OF DUTIES

1.Under direct supervision of the Operation Officer, the Protocol/Logistics Assistant provides support to both managers and staff members at the country and GMC offices located in Pretoria in performing Protocol and logistics transactions as follows:2.Provide logistics Assistance to international staff with importation, purchasing and registration of their private vehicles and personal effects,3.Prepare letters, submitting and follow up on the issuance of Visa, collection from Embassies, High Commissions for staff and consultants travelling on official missions,4.Update the calendar reminder for accreditation expiry dates and share with concerned staff at least 60 days prior to the expiry date,5.Receive, record passports and ensure that all documents are attached and delivered within 24 hours to the Department of International Relations and Cooperation (DIRCO), for processing the diplomatic cards,6.Follow up with DIRCO after the stipulated period, if the process has not been completed and inform the concerned staff,7.Ensure the collection and recording of passports in a register before hand over them to staff and within 24 hours of receiving them from DIRCO, Embassies, Consulates,8.Assist the staff to obtain International Driving license from the Transportation Department9.Conduct regular briefings for staff members on requirements for accreditation of staff members and their dependents 10.Coordinates with the support of senior drivers the movement of all WCO drivers and assign any driver for any official trip,11.Participate in the meetings of other agencies on protocol, travel matters pertaining to common cost and management and feedback managers;12.Liaise and negotiate with airlines for price cost/price of tickets13.Follow up the process of annual inspection and insurance policy for all WCO vehicles;14.Manage vehicles fleet daily (Fueling, small maintenance receipts, etc.…) and produces a monthly report to the Operations Officer for decision making;15.Collaborates with the Vehicles Disposal Committee after declassification of vehicles.16. Perform any other related duties/responsibilities as required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school with training of general administrative practices with focus on Protocol, Logistics, Procurement and travel practices, theories and procedures. Training in Protocol, fleet management.
Desirable: Training on Protocol practices, Fleet management.

Experience

Essential: 8 years of experience in administrative positions preferably in the field of protocols, travel and logistics.
Desirable: Experience in the UN with sound knowledge of its rules, regulations, procedures and practices as related to the work.

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 on 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 results
Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of English.
Desirable:

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 ZAR 382,742 (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 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.

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