Programme Assistant Roster

OBJECTIVES OF THE PROGRAMME

The mission of the Division of Health Emergencies (WHE) is to build the capacity of Member States to assess, prevent and manage health emergency risks, and lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery to affected populations.

The WHE Division brings together and enhances WHO’s operational, technical and normative capacities in outbreaks, emergencies and risk analysis to address all health hazards across the risk management cycle in a predictable, capable, dependable, adaptable and accountable manner. The Programme is designed to operate within the broader humanitarian and emergency management architecture in support of people at risk of, or affected by, outbreaks and emergencies, consistent with ways that strengthen local and national capabilities.

PURPOSE OF THE POSITION

The incumbent will provide administrative support to staff in one of the work areas of the Country office. WHO maintains a roster of candidates willing to accept temporary contracts. Eligibility to the roster and, subsequently, eligibility for contracts will depend on candidates meeting the minimum requirements for the position, the terms of references of the assignment and the scores achieved in tests and interviews. Contract length is dependent upon the demand of the office.

DESCRIPTION OF DUTIES

As part of a unit team, the incumbent will perform a variety of secretarial, coordinating, monitoring and administrative services in support of project/programme activities, as follows:

1. Draft correspondence and documents based on written/verbal prompts from the Professional staff of the unit(s) and Country Office. Independently compose and finalize correspondence of an administrative nature. Revise unit correspondence, reports, and documents for proper form and (non-technical) content. Take notes at meetings. Type reports and other documentation. Arrange duty travel.
2. Scan, record, refer and follow up correspondence and documents, evaluate the urgency or critical nature of items, and bring them to the attention of the responsible staff. Inform and remind responsible staff of follow-up dates and deadlines for response or specific actions, supplying supporting material as appropriate. Periodically update supervisor and team members on the program implementation status, and potential issues and opportunities.
3. Using ERP system (GSM) and other corporate tools, monitor aspects of the implementation of activities and availability of funds for project/programme budget levels and financial expenditures, according to the approved projects. Assemble draft background for planning, monitoring and evaluation exercises. Input duty travel recommendations and issue reminders regarding follow-up, as well as record project/programme monitoring and evaluation notes.
4. Make administrative arrangements for the country and inter-country activities, including preparation of various committal documents related to the procurement of goods and services, arrangements of study tours and duty travel as per corporate guidelines, and in accordance with the approved programme budget/collaborative programmes with countries.
5. Assist in organizing meetings held in-house or in Member States (working groups, seminars/courses, workshops, and symposia), i.e.: make administrative preparations, including organisation of practical local arrangements, advance transport of documents/equipment and hospitality. Provide administrative and secretarial support during the meetings and pay per diem to participants if required. Prepare administrative reports.
6. Establish and maintain the unit’s filing system of technical documents and correspondence. Create background files and compile reference material as appropriate. Access and retrieve information from relevant databases and updates as required.
7. Respond to and act on telephone enquiries. Assess the critical nature of technical enquiries and refer them to appropriate staff for reply. Coordinate appointments for supervisors and team members and organize programmes for visitors.
8. Provide briefing and guidance to all staff on general office practices and procedures; assist/replace colleagues in the team and perform other related duties as required.
9. In coordination with the technical and admin team, take a proactive role and assist with the preparation of donor proposals and donor reports (financial and resource management components) and timely management of resources.

REQUIRED QUALIFICATIONS

Education

Essential: Equivalent to graduation from secondary school or technical or commercial school.
Desirable: Higher education from an accredited educational institution an asset.

Experience

Essential: At least 5 years of relevant experience in the in the secretarial/administrative field OR 3 years of relevant experience in the in the secretarial/administrative field with a First level university Degree in public or business administration or any other relevant degree.

Desirable: Experience in an international environment or institution. Relevant experience in WHO or in the UN.

Use of language skills

Essential: Excellent knowledge of English and Local language.
Desirable: Knowledge of any other official UN language.

WHO COMPETENCIES

Teamwork
Respecting and promoting individual and cultural differences
Communication

SKILLS

Proficiency in the use of standard office software (MS Office applications) and note-taking. Operation of computerised systems and databases. Training in Oracle-based or other ERP systems an asset.

REMUNERATION

WHO offers staff in the G5 General Services category an attractive remuneration package that comprises an annual net base salary starting at USD 19,696 and 30 days of annual leave.

ADDITIONAL INFORMATION

• This vacancy notice may be used to fill other similar positions at the same grade level
• Only candidates under serious consideration will be contacted.
• A written test and/or an asynchronous video assessment may be used as a form of screening.
• In the event 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.
• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and E-Manual.
• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
• The WHO is committed to achieving gender parity and geographical diversity in its workforce . Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.
  Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int
• An impeccable record for integrity and professional ethical standards is essential. 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 (https://www.who.int/about/who-we-are/our-values) 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 short-listed candidates.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
• The statutory retirement age for staff appointments is 65. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
• For information on WHO’s operations please visit: http://www.who.int
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
• Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
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