Operations Assistant

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.

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.
nafasi za kazi
• 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.
• 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.

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. 

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 prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
• 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 cases 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.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
• Applications from qualified women and people with disabilities are particularly encouraged.