SSA - Assistant Travel %26 Protocol -GS.5 (MVE-Bunia)

Organizational Context

The World Health Organization (WHO) Country Office in the Democratic Republic of Congo (DRC) operates within the framework of the WHO Health Emergencies Programme. This program aims to support countries in preventing, preparing for, detecting, responding to, and recovering from health emergencies, coordinating international action. The Assistant Travel & Protocol role is integral to this mission, providing specialized support.

Job Purpose

The Assistant Travel & Protocol role is designed to provide specialized travel and protocol services to the WHO Country Office in the Democratic Republic of Congo, specifically supporting emergency health interventions. The position reports to the Operations Manager and offers technical support to managers and staff in managing transactions within the GSM system related to travel and protocol. A key aspect of the role is ensuring the highest level of integrity in compliance with WHO regulations, rules, and procedures. The incumbent will also serve as a backup for other team members, ensuring continuity of operations. This role is crucial for facilitating the smooth and efficient movement of personnel and the effective execution of official duties within the country office and for visiting dignitaries.

Responsibilities

The Assistant Travel & Protocol is responsible for organizing travel and meetings, including initiating and managing meeting plans and travel requests within the GSM system for official meetings and missions. This includes managing all administrative arrangements for country office meetings and travel plans. The role ensures compliance with travel policies and monitors the implementation of mission recommendations. It involves managing accommodation bookings for staff and consultants in Goma, maintaining relationships with hotels that meet UN security criteria. The position also informs staff about changes in travel Standard Operating Procedures (SOPs), assists personnel with travel plan updates and claim submissions, and supports report generation. Coordination with other WHO travel units is essential for staff and Ministry personnel travel. Furthermore, the role handles visa and badge applications/renewals for staff and consultants, facilitates official travel for representatives and visitors, and maintains relations with the Ministry of Foreign Affairs for necessary procedures. A weekly update on visas and arrivals/departures is required, along with coordination for staff transportation and accommodation. The incumbent will also act as a backup for other team members.

Work Experience

Essential: At least 5 years of experience in a recognized public or private institution. Desirable: Experience in administrative support or travel tracking within WHO or another UN agency is an asset. Experience with Oracle or similar ERP systems is also beneficial.

Skills

Proficiency in modern office technology, with a commitment to continuous learning. Ability to stay updated on organizational procedures, practices, rules, and regulations. Strong teamwork, communication, and resource management skills. Respect for individual and cultural differences. Essential: Excellent French. Desirable: Good knowledge of English.

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