Travel and Protocol Assistant

G6

Contractual Arrangement

Fixed-term appointment

Contract Duration (Years, Months, Days)

Two years

Job Posting

Dec 5, 2023, 10:31:13 AM

Closing Date

Dec 19, 2023, 11:59:00 PM

Primary Location

Mozambique-Maputo

Organization

AF_MOZ Mozambique

Schedule

Full-time

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.

Purpose of Position

Within the WHO Country Office (WCO), to provide support and services in the preparation of pre-requisites and the initiation of Procurement and Inventories 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.

Objectives of the Programme and the immediate Strategic Objectives

Country Management Support Units (CSUs) 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 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.

Organizational Context

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 supervisor. Broad guidance is provided by supervisor or other professional staff or through general objectives and instructions regarding resource allocation, divisions/programmes needs and priorities.

WHO Staff Rules and Regulations, Information notes, SOPs. The incumbent is expected to use independent judgment and discretion in interpreting the above to the full range of issues and to keep Managers and staff duly informed.

Summary Of Assigned Duties:

The Procurement 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 and meetings management

• Raise and manage meeting plans in GSM.
• Raise and manage Travel Requests for meetings and official missions;
• Ensure compliance with the Travel Policy;
• Manage administrative arrangements for all WCO meetings and official missions and travel plans;
• Track the implementation of missions recommendations;
• Assist in the production of reports, statistics, and/or information material when required;
• The incumbent will serve as back up to the team members in similar or different positions within the WCO.

Protocol

• Assist in the preparation and organization of protocol aspects of official events held between the WCO and AFRO region official delegations,
• Assist in the coordination of formalities at arrival and departure of the WCO official visitors, WRs and missions, Cluster directors on mission and special invitees at the airport
• Ensure required logistic arrangements during the travel of the WR, WCO staff and Cluster Directors, in collaboration with ASO services
• Coordinate the protocol activities during the WCO country missions and other official events; Provide updates to External Relations, Partnerships and Governing Bodies (EPG) on the diplomatic directory, as changes come to incumbent’s attention in the course of his/her work.
• Assist in facilitating contacts with Embassies’ protocol services, international agencies in WCO and Ministries. Perform other related responsibilities as assigned, including replacing and backstopping for others as required.

WHO Competencies:

• Communicating in a credible and effective way
• Fosters integration and teamwork
• Producing results
• Moving forward in a changing environment
• Ensuring the effective use of resources

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.

Essential:

Educational Qualifications:

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, regulation, procedures and practices as related to the work.

Desirable:

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

Use Of Language Skills:

Essential: Excellent knowledge of Portuguese

Desirable: Working Knowledge of English or French

Other Considerations:

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.

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 and/or an asynchronous video assessment 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.
• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.

The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (

https://www.who.int/careers/diversity-equity-and-inclusion)

) are strongly encouraged to apply.

Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to [email protected]

• An impeccable record for integrity and professional ethical standards is essential. 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.
• For information on WHO’s operations please visit: http://www.who.int.
• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
• Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at [email protected].
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
• In case the website does not display properly, please retry by: (i) checking that you have the latest version of the browser installed (Chrome, Edge or Firefox); (ii) clearing your browser history and opening the site in a new browser (not a new tab within the same browser); or (iii) retry accessing the website using Mozilla Firefox browser or using another device. Click this link for detailed guidance on completing job applications: Instructions for candidates