Programme Assistant

tendersglobal.net

Job Description

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.
As part of a unit team, the incumbent performs a variety of secretarial, coordinating, monitoring and administrative services in support of project/programme activities. Key duties:

On own initiative draft routine correspondence, and upon instructions and guidance draft correspondence of a non-routine character; finalize correspondence/reports for signature; analyze incoming correspondence and requests, researching, obtaining and attaching background information where required, or redirecting them as appropriate, drawing the attention of the supervisor or other senior staff concerned to urgent items and deadlines. Revises unit correspondence, reports, and documents for proper form and (non-technical) content.
Monitor implementation and alert supervisor on issues of compliance with work plans, financial rules and regulations and award agreements. Assembles draft background for planning, monitoring and evaluation exercises. Inputs duty travel recommendations and issues reminders re follow up, records project/programme monitoring and evaluation notes.
Makes administrative arrangements for country and inter country activities including preparation of various committal documents related to procurement of goods and services, arrangements of study tours and duty travel in accordance with the approved programme budget/collaborative programmes with countries.
Provide administrative and logistical assistance in the context of the organization of meetings (working groups, seminars/courses, workshops, and symposia), i.e.: makes administrative preparations, including organization of practical local arrangements, advance transport of documents/equipment and hospitality. Provides administrative and secretarial support during the meetings and pays per diem to participants if required. Prepares administrative reports.
Establishes and maintains the unit’s filing system of technical documents and correspondence. 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. Assesses the critical nature of technical enquiries and refers them to appropriate staff for reply. Coordinates appointments for supervisor and organizes programmes for visitors.
Provides briefing and guidance to all staff on general office practices and procedures; assists/replaces colleagues in the team; takes minutes in meetings.
Perform other related duties as required or instructed, including providing support to other areas of work as assigned.

Required Qualifications:
Education
Essential:

Completion of secondary school education or equivalent.

Experience:
Essential:

At least 5 years of progressively responsible experience in the secretarial/administrative field.

Skills:

Proficiency in the use of standard office computer software, note taking and operation of computerised systems and databases.Sound interpersonal skills and flexibility. Ability to adapt to competing priorities. Ability to work in a fast-paced environment. 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 Turkish

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2401777

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Programme Assistant

Job Description

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