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Qualifications

PURPOSE OF THE POSITION

To ensure the smooth flow of work in WR’s office, in coordination with a range of internal and external stakeholders.  The incumbent coordinates key routine functions of the Representative’s office with different staff and sectors.

DESCRIPTION OF THE DUTIES 

1.            Ensure effective and efficient functioning of the office of the head of the WHO country office, exercising discretion and confidentiality for sensitive matters.

2.            Arrange and maintain HWCO’s calendar of appointments, internal/external meetings including with high-ranking officials, receive visitors, place and receive telephone calls and answer queries, provide informal translation and take notes during meetings, as required.

3.            Receive, screen and route correspondence; undertake searches for information and provide background, as required; compile briefing materials needed by the Representative for use on official trips or special meetings, select and make pertinent abstracts.

4.            Maintain contacts with different external partners including counterparts and officials in government institutions and diplomatic missions as needed; keep close contacts with counterparts in sister UN agencies; arrange and coordinate meetings as appropriate, maintain follow up system in relation to external contacts.

5.            Draft routine correspondence, type documents and reports, some of which are confidential, prepare tables, graphs and power point presentations, review correspondence/ document for conformity with established procedures and accuracy of statements.

6.            Organize the HWCO’s travel this includes raising travel requests in the Global Management System (GSM), requesting itineraries, obtaining visas, arranging hotel bookings, requesting security clearance, etc., and following up/keeping records on the submission of the HWCO’s duty travel reports.

7.            Ensure timely renewal of HWCO’s residency permits, UN Laissez Passer and other personal documents.

8.            Maintain and update the HWCO’s library, list of contacts of different stakeholders, technical records, reference material and confidential files (paper based and electronic copies).

9.            Take proactive follow-up action and keep the HWCO informed. Promptly route all correspondence, directives and requests to the Representative for timely action and/or signature.

10.        Respond and/or direct inquiries to the appropriate Unit for timely action and/or response. Maintain and organize up to date hard and electronic files for easy access and retrieval.

11.         Proofread and quality assure the standard of outgoing correspondence for action/signature by the HWCO.

 

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school, supplemented by secretarial training and Computer training.

Desirable: University degree in business administration, social sciences or related field is an asset.

 

 

Experience

Essential: Minimum of eight years of work experience relevant to the position (in general office or administrative work experience) including supervisory responsibilities.

Desirable: Administrative experience working in an international organization or setting, requiring frequent interaction with high level government, executive and other officials.

 

Functional Knowledge and Skills

–             Organizational procedures and standards in executive-office administration and communications.

–             Implementation of office protocol arrangements in accordance with established standards.

–             Ability to plan, organize and coordinate meetings, schedules and itineraries.

–             Ability to research, analyse and organize information for the preparation of reports and briefings.

–             Ability to prepare working translations.

–             Excellent communication skills including the ability to write/originate routine and non-routine correspondence and reports.

–             Ability to evaluate and determine priorities and make recommendations for the supervisor’s information flow and calendar.

–             Ability to maintain effective client relationships and proactivity in servicing clients.

 

WHO Competencies

1)          Teamwork

2)          Respecting and promoting individual and cultural differences

3)          Communication

4)          Knowing and managing yourself

5)          Moving forward in a changing environment

 

USE OF LANGUAGE SKILLS

Essential: Expert knowledge of English and Arabic.

Other Skills (e.g. IT): Proficiency in Microsoft Office.

 

REMUNERATION

Remuneration comprises an annual base salary starting at JOD 20,280 (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.

– Interested candidates are strongly encouraged to apply on-line through Stellis. For assessment of your application, please ensure that:

1 -Your profile on Stellis is properly completed and updated.

2- All required details regarding your qualifications, education, training and experience are provided under relevant sections.

3- Your experience records are properly entered with elaboration on tasks performed at the time.

– Enhanced WHO Global Competency Model:

https://www.who.int/publications/m/item/enhanced-who-global-competency-model

– 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.

– Staff members in other duty stations are encouraged to apply.

– 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.