Operations Support

Organizational Context

The World Health Organization (WHO) is the United Nations' directing and coordinating authority for public health, dedicated to promoting health, ensuring global safety, and serving vulnerable populations through partnerships. The organization is implementing Meeting and Travel Services (MTS) to enhance efficiency in meeting coordination, travel arrangements, and expense management. The MTS Business Support Team ensures the system's daily functionality, provides user support, and drives process improvements within the UN system's operating environment.

Job Purpose

This assignment focuses on providing essential operational and functional support to the Meeting and Travel Services (MTS) within the WHO. The role is crucial for ensuring the efficient utilization of the MTS platform and strict adherence to organizational policies and procedures. Key contributions include offering user support, validating requests and reports, and identifying and resolving operational and technical issues promptly. The incumbent will play a vital role in maintaining the integrity and effectiveness of travel and meeting management processes, directly supporting WHO's mission by ensuring smooth logistical operations and compliance.

Responsibilities

Provide comprehensive operational and functional support for the Meeting and Travel Services (MTS), ensuring efficient system usage and compliance with WHO policies. Key duties include: - User Support: Serve as the primary contact for MTS-related inquiries, delivering training and guidance to staff on system functionalities. - Data Management: Accurately validate meeting and travel requests, as well as expense reports, to ensure compliance. Generate and analyze reports related to meetings and travel for management review. - Process Improvement: Proactively identify workflow gaps and propose enhancements. Collaborate with IT and vendors for system updates and troubleshooting. - Compliance: Uphold adherence to all meeting, travel, and expense management policies and regulatory requirements. Deliverables encompass monthly reports, user training sessions, updated user guides, issue resolution logs, and recommendations for process optimization.

Work Experience

A minimum of three years of relevant experience is required. Candidates with a secondary education diploma need five years of secretarial or administrative experience. Experience with UN system procedures, Enterprise Resource Planning (ERP) systems, and proficiency in Event and Travel Management System (TMS) platforms are advantageous. Strong knowledge of meeting, travel policies, and expense management is essential.

Skills

Professionalism, integrity, teamwork, respect for diversity, commitment to continuous learning, planning and organizing, effective communication, and flexibility are core competencies. Specific skills include strong knowledge of meeting and travel policies, expense management, proficiency in TMS platforms, analytical skills for reporting, and excellent problem-solving abilities. Experience working with cross-functional teams is also valued.

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