Assistant Travel & Protocol

Job Posting Organization:
The World Health Organization (WHO) is a specialized agency of the United Nations responsible for international public health. Established on April 7, 1948, its mission is to promote health, keep the world safe, and serve vulnerable populations. The organization operates in over 150 countries and has a workforce of more than 7,000 employees. WHO's strategic objectives include addressing health emergencies, improving health systems, and advancing universal health coverage.

Job Overview:
The Assistant Travel & Protocol position is designed to provide specialized services in travel and protocol for the WHO's emergency health interventions program. The role serves as a focal point for staff and ensures the highest level of integrity in accordance with WHO regulations, rules, and procedures. The incumbent will be deployed to support emergency interventions as needed. The WHO's emergency health program aims to assist countries and coordinate international action to prevent outbreaks and emergencies, prepare for them, detect them, respond rapidly, and ensure recovery. This position requires a proactive approach to managing travel arrangements and protocol-related tasks, ensuring compliance with policies, and supporting the operational needs of the organization.

Duties and Responsibilities:
The Assistant Travel & Protocol reports to the Operations Officer and provides technical support to managers and staff in managing transactions related to travel and protocol. Key responsibilities include:

• Organizing travel and meetings, initiating and managing meeting plans in the GSM; managing travel requests for official meetings and missions; handling administrative arrangements for all official missions and meetings of the country office, including travel plans.
• Ensuring compliance with travel policies and following up on the implementation of recommendations from missions.
• Initiating and tracking official travel requests in the system.
• Managing accommodation requests for staff or consultants on mission in Goma, maintaining relationships with hotels and lodging sites that meet UN security" style="border-bottom: 1px dotted #007bff !important;">security criteria.
• Informing staff of any changes to SOPs related to travel.
• Assisting all personnel in updating and submitting travel plans in the system and submitting claims on time.
• Assisting in the production of reports, statistics, and/or information collection as needed.
• Coordinating with colleagues from the Travel Procurement Unit in other countries, the regional office, and headquarters for travel formalities for staff and Ministry personnel on mission related to activities funded or monitored by the WHO office in Goma.
• Following up on the implementation of travel-related recommendations. 1
• Serving as backup for other team members in similar or different positions within the office.

Required Qualifications:
Essential qualifications include a secondary school diploma followed by training in Administration and Management. Desirable qualifications include a Bac 2 in Administration and Management. Candidates must demonstrate proficiency in modern office technology and keep abreast of changes in procedures, practices, rules, and regulations within the organization. The role requires strong organizational skills, attention to detail, and the ability to work effectively in a team environment.

Educational Background:
Candidates must possess a secondary school diploma, with additional training in Administration and Management being essential. A Bac 2 in Administration and Management is considered desirable, indicating a higher level of education that may enhance the candidate's qualifications for the role.

Experience:
Candidates should have at least 5 years of experience in a recognized public or private institution. Experience in administrative support roles or travel management within WHO or another UN agency is an asset. Familiarity with Oracle-based systems or similar ERP systems is also advantageous, as it indicates the candidate's ability to navigate complex organizational systems effectively.

Languages:
Essential language skills include excellent knowledge of French and a good command of English, which is considered an asset. Proficiency in these languages is crucial for effective communication within the organization and with external stakeholders.

Additional Notes:
The position is likely to be full-time, with a focus on supporting emergency health interventions. The role may involve international recruitment, and candidates should be prepared for the responsibilities associated with working in a dynamic and potentially high-pressure environment. Compensation and benefits details are typically aligned with WHO standards and may include allowances for travel and relocation.