Assistant Voyage & Protocole

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, WHO has a mission to promote health, keep the world safe, and serve vulnerable populations. With over 7,000 employees, WHO operates in more than 150 countries, working to combat diseases, improve health systems, and respond to health emergencies. The organization is committed to achieving universal health coverage and ensuring that all people can access essential health services without facing financial hardship.

Job Overview:
The Assistant Voyage & Protocole position is designed to provide essential administrative support in managing travel and protocol activities within the organization. The role is critical in ensuring that travel arrangements comply with WHO policies and regulations, and that all logistical aspects of meetings and missions are handled efficiently. The Assistant will work under the supervision of the Operations Administrator, assisting program managers and staff in executing travel transactions in the GSM (Global Management System). This position requires a proactive approach to managing travel requests, ensuring compliance with travel policies, and maintaining effective communication with travel agencies and other stakeholders. The Assistant will also be responsible for preparing itineraries, managing hotel bookings, and ensuring that all travel-related documentation is processed accurately and timely. The overarching goal is to facilitate smooth travel operations that support the organization's mission and objectives.

Duties and Responsibilities:

• Register and manage meeting plans in the GSM;
• Initiate and manage travel requests for meetings and official missions;
• Ensure compliance with travel policies and follow up on the implementation of mission recommendations;
• Prepare itineraries and pricing in close collaboration with travel agencies;
• Handle all administrative arrangements related to meetings and official missions, managing travel plans;
• Ensure rerouting of tickets when necessary and calculate differential amounts due;
• Process, verify, and calculate invoices received before payment;
• Act as a liaison between WHO and various travel agencies, negotiating all necessary arrangements;
• Follow up on the implementation of recommendations made during missions; 1
• Manage hotel reservations for meetings and update information on hotels that meet UN security" style="border-bottom: 1px dotted #007bff !important;">security criteria in Burundi; 1
• Ensure timely follow-up on refunds for partially or fully unused tickets; 1
• Coordinate with colleagues from the Travel & Procurement Unit in other countries, the regional office, and headquarters for staff travel formalities; 1
• Assist in producing reports, statistics, and informational materials as needed; 1
• Monitor and control due refunds; 1
• Serve as a backup in the absence of team members in similar or other positions; 1
• Handle visa requests for official missions sent to embassies and diplomatic missions; 1
• Ensure proper reception at the airport for official travelers on mission; 1
• Maintain a database of contacts for embassies in the country; 1
• Assist in processing requests for passes and badge renewals for staff with UNDSS; 2
• Support internationally recruited staff and their dependents with residence permit/visa requests, identity cards, and other documents as per UN and national government requirements; 2
• Manage protocol aspects for the WR, Regional Director, and Director-General in close collaboration with their offices and state protocol;

Required Qualifications:

• Education: Essential - Minimum secondary school diploma followed by training focused on travel practices and ticket booking procedures. Desirable - A professional license or BTS in Travel Agency and Tourism. IATA training would be an asset. Proven skills in writing and editing are also desirable.
• Experience: Essential - 5 years of administrative experience, with at least 3 years in travel management and protocol. A good understanding of the rules, regulations, procedures, and practices applicable to the tasks is required. Desirable - Experience in diplomatic protocol/public relations services or a related field would be an asset. Experience in a UN institution or international/multinational organization would be advantageous.
• Generic Skills: Teamwork, respect and promotion of individual and cultural differences, communication, results-oriented, and efficient resource utilization.

Educational Background:
The educational background required for this position includes a minimum of a secondary school diploma, with additional training in travel management and ticket booking procedures being essential. A professional license or BTS in Travel Agency and Tourism is desirable, and training in IATA practices would be considered an asset. Strong writing and editing skills are also preferred, indicating a need for effective communication in the role.

Experience:
The position requires a minimum of 5 years of administrative experience, with at least 3 years specifically in travel management and protocol. Candidates should have a solid understanding of the relevant rules, regulations, procedures, and practices that govern the tasks they will be performing. Experience in diplomatic protocol or public relations services is desirable, as is experience within a UN institution or an international or multinational organization, which would provide valuable context and understanding of the operational environment.

Languages:
Essential: Good knowledge of French is required. Desirable: Practical knowledge of English is preferred, as it may facilitate communication in a multilingual environment and enhance collaboration with international colleagues.

Additional Notes:
This vacancy notice may be used to identify candidates for other similar consultancies at the same level. Only candidates under serious consideration will be contacted. A written test may be used as a form of screening. If your application is shortlisted for an interview, you will be required to provide a scanned copy of the required degree(s)/diploma(s)/certificate(s) in advance. WHO only considers higher educational qualifications obtained from accredited institutions recognized in the World Higher Education Database (WHED). The organization encourages applications from women and nationals of non-represented Member States. WHO is committed to workforce diversity and maintains a smoke-free environment, not recruiting smokers or tobacco users. The organization has zero tolerance towards sexual exploitation and abuse, sexual harassment, and other types of abusive conduct. All members of the WHO workforce are expected to promote a safe and respectful workplace and report any suspected cases of misconduct. Consultants will work as independent contractors and are responsible for their own taxes and contributions.