Administrative Associate

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Description

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The objective of the Division of Business Operations (BOS) is to support the work of WHO in the European Region 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 staffwellness and well-being. As an enabling function, the division 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 BOS division strives to strengthen the capacity of WHO/Europe to react in an agile way to external and internal changes.The division 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.

The purpose of the Administrative Services and Conferences (ASC) unit is to deliver efficient, cost effective and responsive support through a service-oriented approach for the day-to-day operations of EURO. Responsibilities include Infrastructure – premises & facilities,office space, asset management; Logistics – travel, transport, mail & shipment, conferences, printing, records; Administrative services – office supplies, records, protocol, privileges, and security.

Duties:

As part of the Administrative Services & Conferences Unit (ASC), the incumbent provides support and services to WHO personnel in Denmark in the areas of protocol services, privileges and immunities. Under the direct supervision of Regional Administrative Services Manager, the incumbent will:

• Prepare letters and applications for long-term visas for international personnel and/or their family members; prepare documents and submissions for issuance/renewal of residence permits/IDs for WHO personnel and family members; prepare documents and submissions for the registration of locally recruited personnel with MOFA; liaise with requestor(s) and follow through with Danish Ministry of Foreign Affairs (MOFA) and/or Danish embassies/consulates, to ensure timely issuance or renewal of visas/residence permits/IDs. 
• Maintain filing systems and ensures updated information;  Keep records of visas/MFA ID cards and alert personnel in time for renewal of residence permits/IDs.  Generate periodic reports on status/progress of cases
• Update staff information database for timely submission of report on WHO personnel and dependent family members, to UN and/or authorities as instructed by supervisor
• Assist supervisor in liaising with MOFA and other government agencies (Customs, Health authorities,Motor Agency, citizen services & various related government departments) on relevant matters concerning diplomatic privileges and immunities
• Maintain relevant information on MOFA procedures and Host Country Agreement on EURO intranet. Manage and continuously update the ASC orientation online portal with comprehensive information for new personnel relocating to Denmark
• In close coordination with HR, divisions and relevant teams, provide administrative assistance for new personnel in areas such local orientation, privileges and immunities, residence matters, rental leases, vehicle, banks, schools, as needed. Provide same support and follow up with personnel on departure
• Provide in-depth briefing to personnel, and/or answer queries on relevant entitlement and procedures. Bring complex matters to the attention of supervisor
• Organize packing and outgoing shipments of household goods and personal effects for staff members opting WHO assisted shipment on relocation from Denmark; 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
• Assist with customs clearance for eligible staff’s relocation shipment to Denmark, as well as the Regional Office’s official imports/exports. These may include preparing documentation, monitoring the EURO inbox and follow through with authorities to ensure exemption of customs duties and taxes as per Host Agreement.
• Assist with certifying eligible staff’s duty-free purchases from authorized vendors as per Host Agreement.
• Prepare certificates, facilitation letters and/or relevant documents upon staff requests; provide support and/or documents for ad hoc requests received from personnel for assistance with local Police, MOFA, Immigration, Customs for any official business in Denmark
• Provide data, when required, to EURO focal point on VAT reimbursement to eligible staff in Denmark
• Act as EURO focal point for UN Laissez Passer/UN certificate/UN family certificate, approve requests, handle receipt, dispatch, distribution and return of documents on separation
• Assist in processing visa support letters to facilitate official travels to Denmark
• Monitor the EURO inbox, reply to routine messages such as visa inquiry from embassies, refer any relevant emails to the respective units
• When required, participate in UN City MOFA group meetings,and follow up on common issues
• Provide backup support within the unit and perform other related duties as required or assigned by supervisor.

REQUIRED QUALIFICATIONS

Education

Essential:

• Completion of secondary school education.

Experience:

Essential:

• At least eight years’ work experience in administrative support or services. Experience working with governmental practices and policies in Denmark on matters of protocol, privileges, immunities, etc.

Skills

Essential:

• Very good knowledge of Word and Excel, photo software etc. Ability to effectively liaise with governmental agencies and organizations with tact and discretion. Proactive, service-oriented and demonstrating resourcefulness and judgment. Sound judgment, integrity and tact when dealing with others. Ability to meet work deadlines in a timely manner and to work independently in a team environment. Ability to communicate effectively with staff at all levels, adapt to diverse educational and cultural backgrounds and maintain a high standard of personal conduct. Emotional intelligence; Ability to identify and manage one’s own emotions, as well as helping others to do the same.

Language Skills:

Essential:

• Expert knowledge of English. Expert knowledge of Danish.

Source:  https://careers.who.int/careersection/ex/jobdetail.ftl?job=2402502

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