Travel Officer - PTC (373717)

Cairo | Cairo

OBJECTIVES OF THE PROGRAMME : The Administrative Services Unit (ASU) ensures that adequate support to Country and Regional offices is provided to guarantee decentralized, secure and effective implementation of technical programmes. To develop and sustain WHO as a flexible, learning organization, enabling it to carry out its mandate more efficiently and effectively.The Travel Officer under the supervision of Administrative Services Officer (ASO) provides high-quality, consistent, and responsive administrative services by managing and supporting the delivery of protocol, travel and conference. Description of duties: Purpose of the position:To support WHO/EMRO staff in planning and implementing their work, through the provision of advice and services in some or all of the following areas: protocol, privileges, immunities, travel and conference. Liaise with Embassies, Consulates, Ministry of Foreign Affairs and other concerned Ministries for the best application of the "Host Agreement". Summary of assigned duties:Under the direct supervision of Administrative Services Officer the incumbent shall perform the following: 1. Supervises the day-to-day work of Protocol, Travel & Conference team and provides leadership and guidance, ensuring that activities are carried out in a highly professional and timely manner; optimizes the performance of the PTC staff through motivation, continuous learning, workload management and workflow improvements. 2. Supports the establishment and maintenance of effective public relations with Ministry of Foreign Affairs high officials and authorities of the host country and ensures best practices on privileges and immunities in accordance to the Host Agreement. In particular MOFA ID cards for International recruited staff and spouses, special re-entry visas for staff and dependents, purchase of cars, sale of cars, car import/export/transfer of ownership, issuance and renewal of car/driving license.3. Liaises and negotiates with Embassies and Consulates based in Cairo, all matters related to issuance of visas.4. Follows up and monitors the Import/Export of WHO goods, equipment, medicaments in addition to Import/Export of Personal Effects for newly recruited staff members joining WHO or ending up assignment.5. Negotiates best rates with hotels on yearly basis to be applied during meetings/events and for WHO staff and visitors. Also to advise country offices on the process and criteria for applying the same.6. Coordinates with technical and administrative units regarding the preparations for meetings, providing them with the necessary information and logistic support.7. Ensures that the travel agency and the shipping agency are providing high quality of services related to travel & visa services as well as shipping & clearing, according to their TORs in their signed contracts.8. Liaises with Ministry of Interior and State Security Department and facilitates visa on arrival to non-staff meeting participants from different nationalities attending WHO meetings.9. Ensures timely settlement of invoices for ticketing, visas, catering and shipping customs clearance invoices through GSM. 10. Liaises with WHO/HQ and follows up issuance of United Nations Laissez-Passer, United Nations Family Certificates and United Nations Certificates.11. Monitors the approval process of Travel Requests and Retroactive Travel Claims by Travel Quality Check team. 12. Initiates the issuance of Request for Proposals (RFP) for the services of clearing agencies, travel agencies and car insurance companies. 13. Establishes and maintains regular contacts with Sales Tax Department, to ensure proper implementation of granted exemptions and monitors the update of supplier lists to be submitted to the Sales Tax Authority.14. Provides briefings to current and newly hired international staff related to privileges and immunities, protocol travel & conference. Also to clear separation documentation related to PTC area, i.e. the status of UNLP, Ministry of Foreign Affairs, ID card, car sale or exportation.15. Advises ASO on ideas to improve services provided for catering, conference, shipping, travel by air or road, visas, car sale, car purchase, transfer of ownership, renewal of licenses, etc... 16. Conducts trainings related to "travel management" to all EMRO and Country Offices staff. REQUIRED QUALIFICATIONS Education:Essential: University degree in public or business administration or related field.WHO only considers higher educational qualifications obtained from an accredited institution. Skills: Competencies:1) Communicating in a credible and effective way;2) Knowing and Managing Yourself;3) Producing Results;4) Fostering integration and team work;5) Ensuring the effective use of resources;For further information on the WHO Global Competency Model please access the following URL: skills and knowledge: 1) Ability to work closely in harmony with government and international officials at all levels.2) Ability to work under pressure.3) Demonstrated ability to act independently and exercise sound judgment. 4) Ability to work harmoniously as a leader as well member of a team.5) Good general knowledge of enterprise resource planning systems. Other Skills (e.g. IT): Proficiency in MS Office. Experience: Essential: At least two years of management experience in the protocol, travel and conferences area of work.Desirable: UN Organizations or NGOs. Languages: - Excellent knowledge of English;- Excellent knowledge of Arabic;- Knowledge of French would be an asset. Additional Information: - Applicants are kindly requested to pay attention to the screening questions as they will be used to screen out unqualified candidates;- Only qualified applicants with the relevant experience will be considered;- A written test/presentation and interviews will be used as a form of screening. The written test might be used as an eliminatory tool.- Other similar positions at the same level may be filled from this vacancy notice (this could be the base for rosters).- Interviews will include competency-based questions.- WHO's salaries are calculated in US dollars. They consist of a base salary and a post adjustment, which reflects the cost of living in a particular duty station and exchange rates. Other benefits include: 30 days annual leave, family allowance, home travel, education grant for dependent children, pension plan and medical insurance.Please visit the following websites for detailed information on working with WHO:Click on: to learn more about WHO's operations Click on: to learn more about salary scales. This vacancy notice may be used to fill other similar positions at the same grade level. Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: The system provides instructions for online application procedures. All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. WHO is committed to workforce diversity. Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted. Currently accepting applications
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
  • Organization: WHO - World Health Organization
  • Location: Cairo | Cairo
  • Grade: P-2, International Professional
  • Occupational Groups:
  • Closing Date: 2016-01-27

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