Logistics Travel & Protocol Assistant

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

OBJECTIVES OF THE PROGRAMME

Country Management Support Units (CSUs) have been established in the organisational structure to provide support for Managers and staff to frilly assiime their responsibilities in the GSM environment and to ensure compliance w'ith organization{tl policies, pl'oeedures. rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.

PURPOSE OF THE POSITION

Within the WHO Country Office (WCO), to provide support and services in the preparation of pre-requisites and the initiation of Procurement and lnventories Management, and Travel and Meetings Management in related transactions in GSM to both managers and staff members to perform GSM transactions in accordance with WHO rules, regulations and policies.

DESCRIPTION OF DUTIES

The Logistics and Travel Assistant reports to the Operations Officer, and provides support to both managers and staff members in performing GSM transactions in the following areas: -

Travels

l. Raise and manage meeting plans in GSM.

2. Raise and manage Travel Requests for meetings and official missions.

3. Ensure compliance with the Travel Policy.

4. Manage administrative arrangements for all WCO meetings and official missions and travel plans.

5. Track the implementation of missions' recommendations.

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

7. The incumbent will serve as back up to the team members in similar or different positions within the WCO.

Logistics

1. Provide administrative support to the operations of the office through Supply Chain Management, Communicate with WHO clearing agency for WHO consignment to be cleared, timely and efficiently to ensure that clearing of shipments is completed within 14 days of arrival in country and maintain tracking of all WHO consignment. Requested for greenlight from government for incoming shipments when the need arises. Facilitated customs clearance, delivery, transportation, storage, and distribution of consignments.

2. Management of WHO warehouse and inventory effectively, implement stock control mechanisms and maintain the required stockpiles of essential emergency equipment. In collaboration with the Ministry of Health. Facilitate and prepare donation documents for items to be donated to the Ministry of Health or Partners.

3. Coordinating with OSL team and WHO GSC Shipping for incoming shipment into Sierra Leone to arrive timely, oversee the receipt, storage and distribution of goods (medical supplies, medical equipment, and donation materials).

4. Coordinate with the Ministry of Health and other partners to manage Logistics activities and emergency supply. Prepare donation documents to MOH and entering receipt in GSM, and timely submission of clearing invoices for payment settlement.

5. ASSET MANAGEMENT:

Ensured effective management of WHO assets. Conduct the annual Physical verification of Fixed Assets, Received and receipt of new asset in GSM, rectify all discrepancies and update assets in GSM. Submitted Fixed Asset Year End certificate to be submitted to AFRO by 31 December annually for audit compliance.

6. Ensure effective tracking management of WHO assets and establishment of comprehensive inventory (Fixed Assets Register) through measurable improvement by the asset management KPI. Frequently updating the fixed assets register in GSM and recommend assets for disposal and procurement of new assets.

7. FLEET MANAGEMENT:

Provide administrative support to fleet operation by managed WHO fleet and hiring vehicles, including planning and monitoring fleet movements and oversee the maintenance of vehicles log book, vehicle fuel consumption, vehicle maintenance report and GPS tracking for vehicle movement and speed. Provide regular vehicle running cost report using WHO Fleet Management software trackpoint.

8. Supervise WHO drivers and all vehicles and tasks assigned to drivers, support report on drivers’ performances. Ensured that all drivers and vehicles insurance are valid. Facilitated official vehicles and hiring vehicles for technical unit’s field activities and coordinate and planning technical units and operation fuel consumptions.

9.OFFICE MANAGEMENT:

Ensure effective management of office conducive to productivity as evidenced through measurable improvement to ensure clean working environment through daily monitoring and supervision of office cleaners.

10. Supervised the maintenance company to ensure proper maintenance of buildings and equipment through timely action to repair faults and damages.

11. Ensure office generators are in good working condition and water is always available at the office. Monitoring of WHO Office (lease property or rental agreement, utilities, generators, electricity supply, plumbing services, space management, offices allocation and create an improved working environment for all staff.

12. SECURITY:

In close cooperation with UNDSS Security Officer, ensuring appropriate and safe living conditions are provided to WHO deployed staff and responders, update WHO Staff on weekly and monthly security report from UNDSS and supporting office security guards on daily supervision of office security services.

REQUIRED QUALIFICATIONS

Education

Essential

Work requires completion of secondary school with training of general administrative practices with focus on Logistics, Procurement and Travel practices, theories and procedures. Training in logistics, supplies/procurement and travel would be an asset.

Desirable

Training in UN/HR systems is an advantage. Proven skills in drafting and editing required.

Experience

Essential

5 years of experience in administrative positions preferably with several years’ experience in the UN and have a sound knowledge of its rules, regulations, procedures and practices as related to the work.

Desirable

Experience in other areas such as Programme Management would be an asset.

Languages:

Essential: Excellent knowledge of English.

Desirable: Knowledge of French or other UN language. Working knowledge of local languages

Functional Knowledge and 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

1. Communicate credibly and effectively
2. Fosters integrations and team work
3. Producing results.
4. Moving forward in a changing environment.
5. Ensuring effective use of resources.

Other Skills (e.g. IT)

Work requires the use of word processing or other software packages, and standard office equipment. Formal or self-training in the use of standard office software. Training in Oracle-based or other ERP systems an asset.

Remuneration

Remuneration comprises an annual base salary starting at SLL 136,681 (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.

• 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.