Travel and 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.

Purpose of the Position

To ensure execution of efficient travel and protocol services and processes in the WCO, while promoting a client-focused and result oriented approach within the unit; To ensure proper reception of WHO staff and visitors into South Sudan including the Office and accommodation venues;

Works in close collaboration with the Programme staff in the WCO in resolving complex travel, protocol and accommodation issues and information exchange.

Objectives of the Programme and the immediate Strategic Objectives

<pre style="margin-bottom:8px; text-align:justify">
<span style="margin-bottom:11px;"><span style="font-size:11pt;"><span style="line-height:107%;"><span style="font-family:Calibri,sans-serif;">Country Office Support Units 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 </span></span></span></span><span style="font-size:10pt"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">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.</span></span></span></span>

The immediate objectives of the function are:

• Organization of all Local and international travel processes.
• Organization and guidance on Protocol processes.
• Organization and facilitation of WCO staff accommodation within the country.

<pre style="margin-bottom:8px; text-align:justify">
<span style="font-size:10pt"><span style="font-family:"Courier New""><b><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif"><span style="color:#333399">Organizational context (Describe the individual role of the incumbent within the team, the guidance and supervision received and training or briefing provided to others)</span></span></span></b></span></span>

Incumbent is expected to work with minimum supervision, in accordance with established procedures and practices, dealing with routine matters independently and referring problems or unusual situations to the supervisor. Broad guidance is provided by the supervisors, WHO Staff Rules and Regulations, WHO e-Manual, Information notes, SOPs, and established administrative procedures rules and regulations. The incumbent is expected to use independent judgment and discretion in interpreting the above in applying them to his/her work, and to propose alternative resolutions to supervisors when appropriate.

Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives)

• Provides organization and guidance in regard to travels by achieving the following;
• Full compliance of travel activities with UN/WHO rules and regulations, policies and strategies, implementation of the effective internal control.
• Sourcing of most economical and safe travel services for WCO staff and partners as per the WHO travel policies in consultation with the direct supervisor and office management.
• Ensure implementation of cost saving measures through negotiation with travel service provider and arrangement of the most economic route and appropriate itinerary.
• Ensures booking of both WHO and Government counterparts are done in a timely manner and also facilitate issuance of electronic ticket from UNHAS or UNMISS, or private service provider / travel agency.

• Ensures booking forms are properly completed by the requesting units before presenting the same to the appropriate or designated signatory for approval.

• Maintains a filing system for all the bookings made and ensures invoices presented match the approved bookings.

• Certifies invoices received from the service providers via the finance unit.
• Informs the programs where necessary to replenish their accounts with sufficient funds to avoid cancellation of bookings by UNHAS.
• Ensure appropriate UNHAS accounts are charged for the bookings done by programmes. Any switching of accounts to be charged should only be done with prior approval of the programme lead.
• Ensures full compliance of travel activities with WHO rules and regulations, policies and strategies and implementation of the effective internal controls while making bookings.

• Provides organization and guidance in Protocol and Logistical processes focusing on achievement of the following results:

• Development and update of a sound database for protocol requirements involving travel, visas, travel permits and travel documents;

• Prepares letters, submitting and follow-up to issuance of Visa’s and collection from Embassies, High Commissions and Immigration Office for both incoming staff/ visitors and also staff travelling on missions abroad.
• Liaise with relevant ministries and agencies for registration of vehicles & number plates for both WHO and personal (International staff) vehicles.
• Assists international staff with importation, purchasing and registration of their private vehicles and personal effects.
• Assist in the coordination of formalities at arrival and departure of the WHO Representative and Cluster leads on mission, and special invitees at the airport. Ensure required logistic arrangements during the travel of the WHO Representative and Cluster Leads, in collaboration with WR’s assistant;
• Assist in facilitating contacts with Embassies’ protocol services, International agencies in South Sudan and Ministries.
• Ensures organization and provision of Logistical & Common services focusing on achieving the following results;
• Organization of acquisition of accommodation by monitoring and updating the bookings for WHO accommodation via the Humanitarian Booking website.
• Point of contact with the Juba guesthouse management for any accommodation related matters.
• Provide monthly accommodation reports for Juba Guesthouses as well as the field locations where staff are accommodated in collocated premises.
• Perform other related responsibilities as assigned, including replacing and backstopping for others as required.

Competencies: Generic

Describe the core, management and leadership competencies required - See WHO competency model - list in order of priority, commencing with the most important ones.

*1. Communicating in a credible and effective way

*2. Producing results

*3. Fosters integration and teamwork

4. Moving forward in a changing environment

Functional Knowledge and Skills: -

Describe the essential knowledge and the skills specific to the position.

• Ability to plan, organize, coordinate and implement inputs from several sources;
• Ability to establish and maintain effective working relationships with people of different national and cultural backgrounds and with staff at all levels;
• Excellent knowledge of protocol;
• Actively works towards continuing personal learning and development in one or more practice areas,
• Focuses on results for the clients and responds positively to feedback.
• Consistently approaches work with energy and a positive, constructive attitude.
• Awareness of UN rules and regulations, policies and procedures.
• Tact, discretion and ability to keep information confidential are essential.
• Incumbent is also expected to maintain computer skills in Word, Excel, Outlook, and PowerPoint.

Educational Qualifications

Essential: Completion of secondary education or equivalent technical training or commercial education.

Desirable: IATA certification and training in protocol

Experience

Essential: At least eight (8) years of experience providing administrative support services in a governmental or international organization involving travels and common services. At least two (2) years of work experience in application of protocol rules and practices.

Desirable: Experience with WHO or other UN agencies. Experience working in more than one programmatic or administrative area of WHO would particularly be an asset.

Languages

Essential: Excellent knowledge of the English.

Desirable: Knowledge of French or other UN language.

Other Considerations (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.)

This position handles information, correspondences and documents that require strict confidentiality and discretion. Demonstrated ability to use Microsoft Office Word, Excel, and Outlook is also required.

N.B: Women are strongly encouraged to apply

Additional Information (For HR use only):

• This vacancy notice may be used to identify candidates for other similar consultancies at the same level.
• Only candidates under serious consideration will be contacted.
• A written test may be used as a form of screening.
• Applications from Women are strongly encouraged.
• If your candidature is retained for 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.
• For information on WHO's operations please visit: http://www.who.int.
• WHO is committed to workforce diversity.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.