New Job Vacancy United Nations at WHO Tanzania – Operations Assistant

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World Health Organization (WHO) Jobs, 2023

Operations Assistant – G.6 – (2301063)
Grade: No grade
Contractual Arrangement: Special Services Agreement (SSA)
Contract Duration (Years, Months, Days): 1 Year
Primary Location: Tanzania, United Republic of-Dodoma
Organization: AF_TZA Tanzania
Schedule: Full-time
IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.
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OBJECTIVES OF THE PROGRAMME
The
objective of the Country Support Unit (CSU) is to support the work of
the WHO Country Office Tanzania) through delivery of services within the
areas of human resources, finance, contracting and procurement, legal
advice, information & communications technology, printing, security,
facilities management, fixed assets, conference support, travel and
transport, and staff wellness and well-being. As an enabling function,
the Cluster enhances the productivity of the health technical programmes
and country offices while at the same time overseeing accountability,
transparency and compliance with WHO administrative rules and
regulations. The CSU Cluster strives to strengthen the capacity of
WHO/Tanzania to react in an agile way to external and internal changes.
The Cluster projects are designed to increase productivity, ensure
financial sustainability of the region’s structures, reinforce a
client-oriented culture, strengthen country office capacities, and drive
strategic initiatives to enhance staff motivation and well-being.

DESCRIPTION OF DUTIES:
Under
direct supervision of Operations Officer and broad guidance of the
General Management and Coordination Cluster Director, the incumbent
will:
A. Facilities & Protocol

• Prepare
  letters and applications for visas for international personnel and/or
  their family members, liaise and follow through with United Republic of
  Tanzania Ministry of Foreign Affairs (MOFA) and United Republic of
  Tanzania embassies/consulates as necessary, to ensure timely issuance of
  visas for international personnel and families relocating to United
  Republic of Tanzania
• Prepare letters, submissions and follow
  through the process for issuance/renewal of MOFA ID/residence permit
  cards for WHO personnel and family members.
• Prepare letters and submissions for the registration of locally recruited personnel with MOFA.
• Maintain
  filing systems and ensures updated information; keep records of
  visas/MOFA ID cards and alert staff in time for renewal of ID/residence
  permit cards. Generate periodic reports on status/progress of cases.
• Update
  staff information database for timely submission of report on the
  Office’s personnel and dependent family members, to UN and/or
  authorities as instructed by supervisor
• Assist supervisor in
  liaising with MOFA and other government agencies on relevant matters
  concerning diplomatic privileges and immunities in United Republic of
  Tanzania.
• Maintain relevant information on MOFA procedures and
  Host Country Agreement on AFRO intranet. Manage and continuously update
  the ASC orientation online portal with comprehensive information for new
  personnel relocating to United Republic of Tanzania.
• In close
  coordination with HRT and colleagues in ASC, provide dedicated welcome
  orientation, advising and assisting new personnel in United Republic of
  Tanzania on issues related to privileges and immunities, i.e.
  importing/exporting personal effects household goods, status of MOFA ID
  card, residence matters, rental leases, VAT exemption, as needed.
  Provide same support to ensure smooth separation and follow through on
  the relevant matters.
• Provide in-depth briefing to personnel,
  and/or answer queries on relevant entitlement and procedures. Bring
  complex matters to the attention of supervisor.
• Prepare relevant
  documentation, assist, and follow up on matters pertaining to
  registration of official vehicles and personally owned motor vehicles by
  international staff, renewal of driver’s licenses, road tax etc.
• Prepare
  documents and assist with customs clearance of official imports/exports
  of the Office, as well as household items of international staff
  arriving or departing United Republic of Tanzania.
• Prepare
  certificates, facilitation letters and/or relevant documents upon staff
  requests; provide support and/or documentation for requests received
  from personnel for assistance with local Police, MOFA, Immigration
  Office, Customs Office for any official business in United Republic of
  Tanzania
• Liaise with ASC focal point on UN Laissez Passer/UN
  certificate requests by staff of the Office, including dispatch,
  receipt, distribution and return on separation.
• Participate in meetings with UN agencies in United Republic of Tanzania on relevant issues, as instructed by supervisor
• Assist ASC team in the coordination of office space and planning internal office moves in the Office
• Act as Leave Administrator for ASC team members present in the Office
• Organize
  packing and outgoing shipments of household goods and personal effects
  for staff members opting WHO assisted shipment for relocation to or
  within the AFRO Region; prepare documentation, obtain and review
  quotations from the forwarding agents and make appropriate
  recommendations; verify invoice, make instruction for payments and
  evaluate the services provided by the movers
• Provide backup support within the unit and perform related duties as required or assigned by supervisors.

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And/or;
B. Assets and Fleet
Asset management:

• As
  focal point for the Office, provide support and guidance to personnel
  of the Office on issues related to fixed asset, in close coordination
  with AFRO asset management focal point in Asset Survey Committee (ASC)
• Take
  timely actions related to fixed asset, including but not limited to
  recording, barcode assignment, tagging, tracking, etc. Coordinate with
  the relevant team for the purchase, receipt of items to central storage,
  as well as registration and issuance of fixed assets to custodians
• Optimize monitoring and (re)distribution of the office equipment and assets for effective use of resources.
• Prepare
  submission to Property Survey Committee (PSC) secretary for the
  Office’s assets; handle disposal approved by PSC timely and in
  compliance with WHO procedures; consult AFRO focal point on exceptions.
• As
  per schedules and instructions received from AFRO focal point, conduct
  the WCO’s annual physical verification and ensure timely submission of
  reports and supporting documentation

Fleet management:

• Working
  closely with counterparts in AFRO offices and HQ, provide support for
  all aspects of the WCO’s fleet and act as AFRO focal point for WHO’s
  Fleet Management System (Tracpoint). This involves liaising regularly
  with WFS team and ongoing contacts with AFRO counterparts to ensure
  updated data in Tracpoint, timely collection and payment for relevant
  systems fees, all vehicles are properly equipped with Vehicle Tracking
  device, confirm the availability and good functioning of communications,
  safety and extra equipment, logbooks are properly updated and
  maintained for all vehicles
• Proactively follow up with drivers
  on speed and safety issues; recommend best practices and liaise with
  AFRO/HQ counterparts to ensure that key performance indicators are
  maintained with set parameters and safety policies.

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• Monitor
  fuel consumption and identify innovative ways to reduce fuel
  consumption; follow up with AFRO counterparts proactively to increase
  operational efficiency of vehicles
• Assist in the process of
  reporting traffic crashes and vehicle incidents and supporting crash
  investigation to identify the causes and suggest preventative measures.
• Collect
  and analyses fleet data and prepare and present monthly fleet
  management reports; Based on fleet management data and information
  identify, suggest and implement actions for improving efficiency and
  effectiveness of the fleet as well as reducing the risk associated with
  fleet operations and road transport.
• Analyze and forecast
  operational response needs for transport, assist ASC in reviewing
  vehicle request, prepare annual replacement plan (with budget
  information), conduct rent/lease vs buy analysis, follow through vehicle
  disposal / replacement plan based on BOS approval. Assist ASC in
  planning and facilitate training workshops on fleet and vehicle
  management.
• Provide backup support within the unit for other
  duties, and perform other related duties as required or assigned by
  supervisor.

General administration:

• Prepare
  purchase orders for relevant assigned tasks, keep track and verify
  invoices against received delivery, process payments and expenditure
  batches when assigned by supervisors
• Perform other related duties as required or assigned by supervisors.

REQUIRED QUALIFICATIONS:
Education:

• Essential: Completion of secondary school or equivalent.
• Desirable:
  University degree in administration, information technology,
  accounting, data management, logistics or supply management.

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Experience:

• Essential:  At
  least 8 years of progressively responsible experience in
  administration, accounting, procurement, protocol, or logistics
  operations.
• Desirable: Demonstrated experience in an
  international complex environment or institution. Relevant experience
  with(in) WHO or in the UN. Experience in managing assets or fleet
  logistics operations.

Use of Language skills:
Required: Excellent (mother tongue/advanced) knowledge of English & Swahili

WHO Competencies

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results
• Knowing and managing yourself

REMUNERATION
TZS
51,531,000/- as starting annual net base salary exempt from local
income tax (subject to mandatory deductions for pension contributions
and health insurance, as applicable) and 30 days of annual leave.
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ADDITIONAL INFORMATION

• This vacancy notice may be used to fill other similar positions at the same grade level 
• Only candidates under serious consideration will be contacted. 
• A written test may be used as a form of screening. 
• In
  the event that your candidature is retained for an interview, you will
  be required to provide, in advance, a scanned copy of the
  degree(s)/diploma(s)/certificate(s) required for this position. 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/. Some professional certificates may not appear in the WHED and will require individual review. 
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
• For information on WHO’s operations please visit: http://www.who.int.
• WHO is committed to workforce diversity. 
• WHO’s workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice. 
• WHO
  has a smoke-free environment and does not recruit smokers or users of
  any form of tobacco. WHO has zero tolerance towards sexual exploitation
  and abuse (SEA), sexual harassment and other types of abusive conduct
  (i.e., discrimination, abuse of authority and harassment). All members
  of the WHO workforce have a role to play in promoting a safe and
  respectful workplace and should report to WHO any actual or suspected
  case of SEA, sexual harassment and other types of abusive conduct. To
  ensure that individuals with a substantiated history of SEA, sexual
  harassment or other types of abusive conduct are not hired by the
  Organization, WHO will conduct a background verification of final
  candidates.
• This post is subject to local recruitment and will
  be filled by persons recruited in the local commuting area of the duty
  station.
• Interested candidates must apply on-line through our
  Stellis recruitment system. For assessment of your application, please
  ensure that: (I) Your profile on Stellis is properly completed and
  updated; (ii) All required details regarding your qualifications,
  education and training are provided; (iii) Your experience records are
  entered with elaboration on tasks performed at the time. Kindly note
  that CVs/PHFs inserted via LinkedIn are not accessible.