Travel & Protocol Assistant (SSA - GS5) - (2504260) at World Health Organization (WHO)

Grade : No grade 

Contractual Arrangement : Special Services Agreement (SSA) 

Contract Duration (Years, Months, Days) : 3 months 

I – CONTEXT

Following the prioritization and realignment process within the organization, some positions have been eliminated. Despite the staff reduction, the workload continues to increase, and additional personnel are needed to complete activities on time.

To address this staffing gap and considering the volume of requests from both domestic and international missions, a travel and protocol assistant needs to be recruited using available funds.

II - OBJECTIVE

The overall objective is to provide administrative support in travel management and protocol; to prepare and initiate GSM transactions related to activities connected to the post, in accordance with WHO rules, regulations and policies.

Under the supervision of the Operations Administrator, the Travel and Protocol Assistant provides technical support to program managers and staff members in the execution of GSM transactions in the areas of Travel and Meeting Management.

The job holder:

1) Records and manages meeting plans in the GSM system;

2) Initiates and manages travel requests for meetings and official missions;

3) Ensures compliance with travel policies and monitors the implementation of mission recommendations;

4) Prepares itineraries and pricing in close collaboration with the travel agency;

5) Handles all administrative arrangements related to country office meetings and official missions and manages travel plans;

6) Ensures rerouting of tickets as needed and calculates any differences due;

7) Processes, verifies, and calculates invoices received before payment;

8) Serves as a liaison between the WHO office and various travel agencies and negotiates all necessary arrangements;

9) Monitors the implementation of recommendations made during missions;

10) Manage hotel/accommodation bookings for meetings and is responsible for updating information on hotels and accommodation sites meeting UN security criteria in Burundi;

11) Ensure timely follow-up on refunds for partially or fully used tickets;

12) Follow up with colleagues in the Travel & Procurement Unit in other countries, the regional office, and Headquarters regarding travel arrangements for Ministry staff and personnel on missions related to activities funded or monitored by the WHO Country Office in Burundi;

13) Assist in the production of reports, statistics, and/or information materials, as needed;

14) Monitor and control outstanding rebates;

15) The incumbent will serve as a backup in the event of the absence of a team member holding a similar or other position within the country office;

16) Ensures the submission, collection, and follow-up of visa applications for official missions forwarded to Embassies and Diplomatic Missions;

17) Ensures airport reception formalities for official travelers on mission;

18) Maintains a database of contacts for Embassies in the country;

19) Assists in processing applications for laissez-passer and badge renewals for staff with UNDSS;

20) Assists internationally recruited staff and their dependents with applications for residence permits/visas, identity cards, and other documents from immigration services in accordance with United Nations and national government requirements;

21) To take care of the protocol aspects of the WR, the Regional Director and the Director General in close collaboration with their office and in collaboration with the state protocol;

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