National Professional Officer

OBJECTIVES OF THE PROGRAMME

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. Privileges, Protocol, Travel and Conference (PTC) is a subunit under the ASU that applies the legal framework of privileges and immunities granted to the WHO/EMRO based on the host-agreement and handles all matters related to Travel and Conference area as well as fleet management to the best interest of the Organization providing efficient, consistent and reliable delivery of comprehensive services.

DESCRIPTION OF DUTIES

• Manage and supervise the day-to-day work of Protocol, Travel & Conference team, ensuring that activities are carried out in a highly professional and timely manner.
• Optimize the performance of the PTC staff through motivation, continuous learning, workload management and workflow improvements.
• Establish and maintain effective public relations with Ministry of Foreign Affairs high officials and authorities of the host country to ensure best practices on privileges and immunities in accordance to the Host Agreement.
• Negotiate best rates with hotels on yearly basis to be applied during meetings/events and for WHO staff and visitors and provide guidance to country offices on the process and criteria to apply the same.
• Ensure smooth operations of efficient planning and arranging of WHO meetings and events, including constitutional and technical meetings at the RO, and extend assistance to countries if required in this field.
• Analyze requirements of meetings, discuss budgets with technical units, and provide cost estimates and accounting control to ensure an optimal use of resources.
• Liaise with the shipping agencies to ensure high quality of services related to shipping & clearing.
• Liaise and negotiate with Embassies and Consulates based in Cairo, Ministry of Interior and State Security Department on all matters related to issuance of visas to staff and non-staff meeting participants from different nationalities.
• Oversee the timely settlement of invoices for ticketing, visas, and shipping customs clearance invoices through GSM.
• Oversees the provision of catering and hospitality services for major meetings in the regional office.
• Manages the issuance of Request for Proposals (RFP) for the services of clearing agencies, travel agencies and car insurance companies.
• Establish and maintain regular contacts with Sales Tax Department, to ensure proper implementation of granted exemptions and monitor the update of suppliers' lists to be submitted to the Sales Tax Authority.
• Provide briefings to current and newly hired international staff related to privileges and immunities, protocol travel & conference and clear separation documentation related to PTC area, i.e. the status of UNLP, MOFA ID card, car sale or exportation.
• Modify approaches and mechanisms 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...
• Conduct trainings related to “travel management” to all EMRO and Country Offices staff.
• Manage and oversee the RO car fleet, the day to day operation of the drivers, the monitoring of fuel consumption, the maintenance and insurance contracts, as well as ensuring payments to suppliers are done in a timely manner.