DESCRIPTION OF DUTIES

Compose, draft and prepare on own initiative or from instructions a wide variety of correspondence, financial documents, payment instructions, signatory letters for signature

Extract data from a wide range of sources; to prepare and consolidate related briefings, progress reports and spreadsheets. Provide basic translation assistance from and to the local language.

Responsible for asset management in WCO by ensuring regular updates of asset register and coordinating collation of related data from the field office.

Serve as the focal point for managing service providers for WCO including the shared cost for UN agencies by ensuring contracts are issued and renewed on a timely basis, complete the supplier evaluation forms, and timely payments.

Serve as a focal point for building services ensuring proper maintenance of WRO buildings and equipment, reporting on assets inventory, and attending to the repair and maintenance of vehicles.

Verify and approve booked itineraries and issued Travel Requests (TRs) to ensure compliance with travel policy, relevant entitlements, applicable deals, and best travel practices.

Verify travel agent’s invoices for payment against the agreement and applicable airline deals, and initiate related payment instructions.

Liaise with GSC issuance and closures of travel-related purchase orders, monitor and record receipt of PTC-related deliverables, and follow up on payments as needed.

Ensure effective and timely action and follow-up on issuance, extension, and renewal of UNLPs and UNFCs.

Process and follow-up requests for visas for WHO travelers.

Respond to queries by providing information, advice, and guidance on rules and regulations related to travel area.

Attend non-technical meetings with representatives from other UN agencies, MOPH, etc. related to administrative issues, as required, and follow-up on recommendations.

Guide and brief all staff and non-staff on WHO rules and procedures; provide on-the-job training for administrative support staff.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary education supplemented by training in administration and/or travel related resources.
Desirable: University degree in public or business administration or related field.

WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/.

Experience

Essential: At least eight years of relevant experience in the area of administration including travel industry
Desirable: Relevant experience in the UN system.