Assistant (Logistics, Travel & Protocol)

OBJECTIVES OF THE PROGRAMME

Country Management Support Units (CSUs) have been established to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures,rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system

DESCRIPTION OF DUTIES

The Assistant Logistics, Travel and Protocol reports to the Operations Officer.The Assistant provides support to both managers and staff members inperforming GSM transactions in the following areas:

Travels and meetings management

• Raise and manage meeting plans in GSM;
• Raise and manage Travel Requests for meetings and official missions;
• Ensure compliance with the Travel Policy;
• Manage administrative arrangements for all WCO meetings and official missions and travel plans;
• Track the implementation of missions’ recommendations;
• Assist in the production of reports, statistics, and/or information material when required;
• The incumbent will serve as back up to the team members in similar or different positions within the WCO.

Logistics management

• Assists international staff with importations, purchasing and registration of their payment and inventory requirements.
• Coordinates and monitors office space requirements in liaison with relevant units as required. Manages allocation of office space and equipment to staff members in collaboration with the administrative services team
• Coordinates and provides sound transport management service in WHO country office.
• Assesses the transport need and develops transport plan to ensure availability of transport for the planned activities of WHO country office
• Monitors the movement of WHO vehicles in accordance with the rules and the regulation of WHO
• Manages the inventory of WHO vehicles and ensures that the vehicles are road worthy
• Acts as focal point with external contractors for vehicle maintenance; evaluates the quality of maintenance conducted on WHO vehicles and provides technical advice when required
• Ensures proper management of radio HF and VHF communication network
• Follows up the process of annual inspection and insurance policy for all WCO vehicles
• The incumbent will serve as back up to the team members in similar or different positions within the WCO.
• Assists in the production of reports, statistics, and/or information material when required Protocol 1.Assist in the preparation and organisation of protocol aspects of official events held between the WCO and AFRO region official delegations,2.Assist in the coordination of formalities at arrival and departure of the WCO official visitors, WRs and missions, Cluster directors on mission and special invitees at the airport3.Ensure required logistic arrangements during the travel ofthe WR, WCO staff and Cluster Directors, in collaboration with ASO services4.Coordinate the protocol activities during the WCO country missions and other official events; Provide updates to External Relations,Partnerships and Governing Bodies (EPG) on the diplomatic directory, as changes come to incumbent’s attention in the course of his/her work.5.Assist in facilitating contacts with Embassies’ protocol services, International agencies in WCO and Ministries. 6.Perform other related responsibilities as assigned,including replacing and backstopping for others as required

REQUIRED QUALIFICATIONS

Education

• Essential: Work requires completion of secondary school with training of general administrative practices with focus on Logistics, Transport, Procurement and Travel practices,theories and procedures. Training inlogistics, Proven skills in drafting and editing required
• Desirable: Training in UN/HR systems is an advantage.Transport, supplies/procurement, and travel would be an asset

Experience

• Essential: At least Five (5) years of experience in administrative positions preferably with several years experience in the UN and have a sound knowledge of its rules,regulation, procedures and practices as related to the work
• Desirable: Experience in other areas such as Programme Management would be an asset

Skills

• Work requires maintaining up to date knowledge on any changes to the standard operating procedures. The incumbent is also expected to maintain computer skills including skills in Global Management System/BMS, to the standard of the Organization by self study or in-house training. Knowledge of WHO rules, regulations, policies and practices would bean asset

Use of Language Skills

• Essential: Expert knowledge of English.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2405946