Programme Assistant (Fleet)

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

OBJECTIVES OF THE PROGRAMME

In line with the scope of WHO 2020 Output 434H: “Safe and secure environment with efficient infrastructure maintenance, cost-effective support services and responsive supply chain including duty of care”, the objective of the department of Operational Support and Services (OSS) is to ensure high quality, consistent and responsive managerial and administrative services to all programmes and staff in headquarters, and where relevant, to all regions of WHO, and to promote an efficient and collaborative customer oriented working environment to achieve results. The Logistics SupportServices team LSS, under Director, OSS, consists of the following sub-units Conference and Events Coordination CEC, Records and Archives RAS, Travel TRV and Fleet Management Services.The aim of the WHO Fleet services (WFS) is to provide WHO programmes with safe, reliable, timely and cost-efficient transport solutions, with reduced environmental impact, enabling WHO staff to deliver programme activities.

DESCRIPTION OF DUTIES

1. Administer the user accounts to the WHO Fleet Management System (Tracpoint).

2. Support WHO offices to update information on users, assets and drivers.

3. Liaise with the Fleet Management service provider (TerraMar) to resolve basic technical issues related to Vehicle Tracking Systems (VTS).

4. Provide helpdesk support to WHO fleet management personnel to enter data into Tracpoint and install / uninstall VTS.

5. Administrate the activation and deactivation of devices, and the creation of new vehicles or the decommission of no longer needed vehicles, in Tracpoint.

6. Maintain the inventory of VTS up to date and immediately report to WFS and TerraMar any non-functioning or lost trackers.

7. Support management to verify and process invoices received from service providers.

8. Prepare contracts (POs, Agreements for Performance of Work, Consultants etc.) and follow-up their completion and payment.

9. Maintain the filing system for the administrative area of the WFS team.

10. Maintain the WFS workspace document libraries up to date.

11. Arrange travel for WFS team including preparation of itineraries, visas, and travel authorizations.

12. Arrange meetings and workshops. (costing, meeting room, invitation letters, travel authorizations, agenda, background materials)

13. Ensure follow-up of action points.

14. Monitor financial implementation of awards and provide financial management support to Programme Manager; analyse encumbrances and expenditures: process expenditure batches in GSM as necessary.

15. Keep track of all contract extensions and renewals, checking and/or indicating allotment or obligation numbers, verifying that funds are available.

16. Perform any other related incident-specific duties, as required by the functional supervisor.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of a secondary school education or equivalent, technical or commercial school.

Desirable: First university degree in information technology, accounting, data management, logistics or supply management from an accredited/recognized institute. Professional certification in areas such as transport and/or logistics operations management. Training or knowledge of information management systems and their application to logistics, transport or supply management and monitoring.

Experience

Essential: At least five years' experience providing support in the area of administration, accounting or logistics operations in the military, commercial or international organizations/institutions at the national or international levels

Desirable: Prior working experience in managing fleet logistics operations, part of which in emergency or humanitarian situations with international organizations.

Skills

Excellent organizational and managerial skills with the ability to multitask, identify and solve problems with little supervision.Proven experience in use of database.Excellent interpersonal and administrative skillsDesirable knowledge and skills specific to the positionTraining in accounting or financial management.Knowledge of WHO, the UN System or NGO work in the field of response relief and/or of their practices and procedures as related to the work.

WHO Competencies

Teamwork

Respecting and promoting individual and cultural differences Communication Ensuring the effective use of resources Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of English.

Desirable: Intermediate knowledge of UN language.

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 HUF 5,267,000 (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.