Administrative Associate

OBJECTIVES OF THE PROGRAMME

The Division of WHO Health Emergencies (WHE) supports the coordination of the efforts of multiple sectors of the government and partners – including bi- and multilaterals, funds and foundations, civil society organizations and the private sector – to attain health objectives and national health policies and strategies. This includes helping Member States to manage and respond to the health needs of refugees and migrants, with a focus on access to health services and on preparedness for refugee and migrant influxes. The Division houses the WHO Health Emergencies Programme (WHE) that provides technical guidance and operational support to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies. WHE assists countries to contain and mitigate the risk of high-threat diseases and infectious hazards; to detect and assess emergency health threats and inform public health decision-making; and to respond rapidly and effectively to emergencies under a coordinated Incident Management System. It ensures WHO’s work in emergencies is effectively managed, sustainably financed, adequately staffed and operationally ready to fulfil its mission. Its hub-and-spoke structure ensures country-specific and inter-country activities in priority countries.

The European Centre for Preparedness for Humanitarian and Health Emergencies (PHHE) aims at strengthening WHO/EURO Member States’ capacities in preparedness for humanitarian and health emergencies through innovative, collaborative and sustainable approaches to capacity building, including through the development and implementation of training opportunities in emergency and disaster risk reduction, the provision of tailored country support in sustainable capacity building, and the facilitation of access to capacity building resources in the Region.

DESCRIPTION OF DUTIES

To provide administrative support in the planning and implementation of financial and human resource management, logistics and functioning of the European Centre for Preparedness for Humanitarian and Health Emergencies (PHHE) to enable a coherent and efficient implementation of the Centre’s work plan and mission.

Key duties:

Office management general

• Supports PHHE Centre in planning and implementation of WHO’s work by providing of advice and services in human resources management, execution of the programme of work, preparation and oversight of the budget, management of finances, office premises, procurement, security compliance, liaison with other UN Agencies.
• Monitors expenditures of the PHHE Centre and verifies the imprest account inputs before submitting for approval of the Head of Centre and dispatching to FCP/EURO, as applicable.
• Acts as one of the signatories for the PHHE Centre for bank account, as applicable.

Administrative/coordination support to Centre’s staff 

• Responsible for monitoring and review of programme planning, implementation and evaluation, ensuring compliance with programme budgets (in collaboration with the Finance Assistant and Regional Office), deadlines, reporting cycles, financial controls, and timely update of GSM. Coordinates and consolidates the Centre’s contributions to briefing notes and activity reports ensuring timely completion and submission.
• Plans, recommends and implements systems, norms and procedures, in compliance with existing policies for administration of human, financial and material resources, monitoring, control and evaluation of such processes.
• Manages all recruitment and staff administration functions related to the staffing of the PHHE Centre including appropriate work distribution among staff. Coordination and processing of internship applications.
• Liaises with the divisional office in Copenhagen as well as the DAF division to ensure compliance with corporate deadlines as well as adherence to standards and WHO rules and regulations and procedures.
• Assists and advises programme and administrative teams and colleagues on budgetary, financial, human resource, supply/procurement and infrastructure regulations and procedures.
• Manages the PHHE administrative team, provides advice and guidance, and monitors the administrative work progress.
• Prepares and follows up on meetings organized by and/or on behalf of the Centre. Participates as needed to coordinate and/or provide administrative and logistics support, and responds timely to the needs.
• Monitors important deadlines, issuing reminders as appropriate. Establishes and maintains records on on-going collaboration, counterparts and activities of the Centre.
• Provides support in the organization of the Head of the Centre’s duty travels and appointments, and coordinates programmes for visitors.
• Drafts general or administrative correspondence on own initiative for the Head of the Centre’s clearance and technical correspondence according to instructions given, ensuring that correspondence/documents submitted for the Head of the Centre’s clearance/signature are prepared according to WHO rules, practices and procedures, redrafting/correcting and returning to other staff for action as necessary.
• Coordinates and organizes internal induction programme for all new staff at the Centre and ensures they participate in centrally run WHO induction programmes/trainings.
• Monitors the leaves and attendance of PHHE staff and respond to staff queries related to the leave system.

Other

• Provides assistance as required to the Head of the Centre and performs other related duties as required by the supervisor/s.

REQUIRED QUALIFICATIONS

Education

• Essential: Completion of secondary school education or equivalent.
• Desirable: Technical training courses in office and/or management related areas.

Experience

• Essential: At least 8 years of relevant experience. Experience in Oracle-based or other ERP systems.
• Desirable: Relevant experience in WHO or another UN agency is an asset.

Skills

• Strong organization and office skills, as well as skills in note taking and minutes writing.
• Strong skills to work independently.
• Sound knowledge and skills in using a variety of office and computer packages.
• Ability to multitask and work under pressure, in a fast-paced environment.
• Ability to identify and manage one’s own emotions, as well as helping others to do the same.

Use of Language Skills

• Essential: Expert knowledge of English. Expert knowledge of Turkish.
• Desirable: Intermediate knowledge of French/German/Russia.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2403483&tz=GMT%2B05%3A30&tzname=Asia%2FCalcutta