Travel & Protocol Assistant - (2308137)

Grade: G5
Contractual Arrangement: Temporary appointment under Staff Rule 420.4
Contract Duration (Years, Months, Days): Up to 12 months (subject to availability of funds, satisfactory performance and continuing need for the position).
Posting Date: Sep 12, 2023, 9:35:59 AM
Closing Date: Oct 4, 2023, 12:59:00 AM
Primary Location: Yemen-Aden
Organization: EM_YEM WHO Representative's Office, Yemen
Schedule: Full-time
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OBJECTIVES OF THE PROGRAMME

To ensure that effective WHO country presence is established to implement WHO country cooperation strategies that are aligned with Member State's health development agendas and emergency/resilience programmes, and harmonized with the United Nations country teams. The objective of the Administration and Finance Department (DAF) is to optimize the implementation of WHO's global health mandate through establishment and monitoring of effective and responsible management, administration and supportive policies, systems and services and to promote a collaborative working environment and ensure prompt financial, programme implementation and monitoring and efficient distribution of resources in support of WHO's leadership role in international health.Administrative support services operated in a resource effective and efficient manner.

DESCRIPTION OF DUTIES

The incumbent will perform the following duties:

1. Act as travel and protocol focal point; brief and guide staff, non-staff and visitors on WHO travel policy and rules related to travel class, entitlements and protocol matters, as well as General Management System (GSM) travel module.
2. Organize the travel of WRO staff and non-staff: review travel requests, obtain price quotations and travel itineraries from travel agent, hotel bookings, arrange security clearance and raise travel requests in GSM.
3. Advise staff on visa and vaccination requirements; ensure that application forms are correctly completed, attaching necessary supporting documents and liaise with embassies timely issuance of entry visas.
4. Verify travel claims against authorized itinerary, with regard to actual routing and duration of stay. Recommend solutions in case of discrepancies.
5. Support missions of official visitors; make necessary arrangements for accommodation, transportation, meet and assist at airport and registration.
6. Ensure international staff and their families, official visitors and consultants are registered as per the immigration rules. Prepares and follow up on correspondences with concerned parties specially MOFA, Airport authority and Immigration department.
7. Coordinate with UNDP, RO and HQ issuance and timely renewal of UNLP and UN family certificates. Maintain and update related follow up system.
8. Coordinate with EMRO Technical units all logistic arrangements for intercountry meetings held in the country, make necessary hotel reservations, provide required equipment's and other services.
9. Draft correspondence with all counterparts and ensure travel processes are well documented. Update and maintain related files and records.
10. Participate in surveys regarding hotel rates and meeting arrangements, and ensure the deals are regularly updated.
11. Verify invoices received from hotels and travel agent and ensure payments are timely effected. Keep records of all payments made for reconciliation purpose.
12. Assist in verifying overtime for drivers.

REQUIRED QUALIFICATIONS

Education

• Essential: Completion of secondary education supplemented by secretarial training
• Desirable: University degree in business administration, social sciences or related field is an asset.

Experience

• Essential: At least five years' secretarial/administrative related experience with focus on travel transactions
• Desirable: Relevant experience in the UN system.

Skills

• Good knowledge of WHO rules, manuals, practices/procedures and routines.
• Good filing and organizational skills.
• Stress and time management skills.
• Knowledge of UN field security operations and policies is an asset.
• Ability to maintain good working relationships with staff, experts and visitors

WHO Competencies

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Knowing and managing yourself
• Producing results

Enhanced WHO Global Competency Model:

https://www.who.int/employment/WHO_competencies_EN.pdf?ua=1

Use of Language Skills

• Essential: Expert knowledge of English. Expert knowledge of Arabic.

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 USD 18,997 (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.
• 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.
• For information on WHO's operations please visit: http://www.who.int.
• 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 workforce . 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 reasonableaccommodation@who.int

• 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 (https://www.who.int/about/who-we-are/our-values) 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.
• 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. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
• For information on WHO's operations please visit: http://www.who.int
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
• 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 shws@who.int.
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