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Programme Assistant

World Health Organization

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Job Description

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Description

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The Division of Communicable Diseases, Environment and Health (CDE) assists country efforts to reduce the burden of communicable diseases and addresses the social, economic and environmental determinants of health, and promotes policies and actions for health through stewardship of the WHO European Healthy Cities Network. It focuses on health promotion measures, behavioral insights; communicable diseases such as tuberculosis, HIV/AIDS and hepatitis, and vector-borne and neglected tropical diseases; elimination and control of vaccine-preventable diseases and advocacy for increased use of vaccines; containing and controlling antimicrobial resistance; addressing existing and emerging environmental health risks and supporting violence and injury prevention. A determination to ensure universal access to people-centred quality health services across the continuum of care is matched by enriching the evidence base for policy design and interventions using social, cultural and behavioral approaches, to drive implementation of innovation at national, regional and local levels. The WHO European Centre for Environment and Health (ECEH) in Bonn provides technical and scientific expertise on the impacts of environment on health. It delivers to countries policy advice, tools to inform and support decision-making in the areas of air quality, access to safe drinking-water, sanitation and hygiene, minimizing the adverse effects of chemicals, adaptation to and mitigation of climate change, environmental sustainability of health systems, urban health planning, including transport and mobility work, as well as violence and road traffic injury prevention. It works with all units to develop collaborative initiatives addressing environment-related diseases. The Centre strengthens country capacities to address environment and health challenges through development and delivery of a range of training courses on environment and health, including on health impact assessment. The Programme on Water and Climate (WAC)addresses the health-related aspects of water, sanitation, hygiene (WASH) and climate change adaptation. WAC provides the secretariat function to the Protocol on Water and Health to the 1992 Convention on the Protection and Use of Transboundary Watercourses and International Lakes, jointly with UNECE. It also provides the secretariat for the Working Group on Health in Climate Change (HIC), a working group established by the European Environment and Health Task Force, to facilitate dialogue and cooperation among Member States in the WHO European Region to protect health from the adverse effects of climate change. WAC works with Member States to support the development of climate change health adaptation plans, and to develop and improve WASH regulations, management and surveillance approaches, as well as management of outbreaks of water-related disease. The programme supports the regional implementation of the WHA resolution 72.7 on WASH in health care facilities, and the achievement of SDG 6, for which WHO is the custodian agency.
Duties:
To Provide administrative assistance to the Climate Change area of work of the Water and Climate (WAC) Programme in WHO ECEH Bonn. 
Key duties: 
  • As part of a unit team, to perform a variety of secretarial and administrative services in support of the activities of the technical Programmes of Bonn Office.
  • Drafts correspondence and documents based on written/verbal prompts from the professional staff of the unit. Composes and finalizes correspondence of administrative nature.
  • Provides rough translation or synopsis of incoming mail.
  • Takes notes at meetings.
  • Types reports and other documentation. Assists with the administrative preparation and conduct of regional meetings and educational activities, in accordance with established procedures.
  • Makes travel arrangements for duty travels and, in accordance with established procedures, prepares approval memoranda, travel authorizations and follows upon issue of duty travel reports. 
  • Prepares correspondence for the recruitment of consultants and temporary advisers; arranges briefing appointments and provides secretarial support for them while in EURO;
  • Processes agreements for performance of work and other types of contractual arrangements as required and related correspondence follows up on deadlines of such agreements/contracts and prepares payment instructions. 
  • Initiates action to process or follow up on correspondence, documentation and forms.
  • Creates background files and compiles reference material as appropriate.
  • Accesses and retrieves information from relevant databases and updates as required. 
  • Responds to and acts on telephone enquiries and requests for information.
  • Assesses the critical nature of technical enquiries and refers them to appropriate staff for reply. Coordinates appointments for supervisor(s) and organizes programmes for visitors.
  • Provides briefing and guidance to staff at all levels in the unit/ programme on office practices and procedures;
  • Liaises with, assists or replaces other secretaries and/or programme assistants in the unit or department should the need arise. 
  • Performs other related duties as required.
Required Qualifications :
Education
Essential:
  • Completion of secondary school or equivalent.
Experience
Essential:
  • At least 5 years of experience in the secretarial/administrative field.
Skills:
  • Proficiency in the use of standard office computer software, note taking and operation of computerized systems and databases.
  • 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.

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