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Specialist Assistant

World Health Organization

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Job Description

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Description

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The incumbent will ensure the smooth flow of work as related to administrative activities, coordinating actions with other support staff in the team and in consultation and collaboration with the assistants to the head of the unit and director.
The WHO country office works with the National Authorities to achieve the highest standard of health as a fundamental human right, based on equity and on SDGs principle of leaving no one behind. WHO actions are engrained in the WHO 13th General Programme of Work with its 3 prong objectives of promoting healthier populations, keeping the world safe through addressing health emergencies, and protecting the vulnerable through Universal Health Coverage. WHO’s mandate revolves around six core functions: (i) providing Global Health leadership; (ii) shaping the health research agenda; (iii) setting norms and standards; (iv) articulating evidence-based policy options; (v) providing technical support to countries; and (vi) monitoring and assessing health trends. The WHO Country Office is an integral part of the WHO Regional Office for Europe. Its main role is to facilitate and coordinate all WHO activities at country level and to implement the European Programme of Work 2020–2025 –“United Action for Better Health in Europe” which sets out a vision of how the WHO Regional Office for Europe can better support countries in meeting citizens’ expectations about health.
WHO at country level delivers this through practical, actionable, and country focused solutions to health challenges, keeping in perspective that achieving health and well-being is a whole-of-society endeavour; This is done through facilitating the implementation of the Biennial Collaborative Agreement with the country and its corresponding workplan. The WHO Country Office maintains good working relations and ensures information exchange between the country and WHO, policy and strategic guidance on Health issues to all national and international partners in the country, provision of direct technical expertise when needed and aims at more community engagement and participation, and to promote health equity.
The incumbent will ensure the smooth flow of work as related to administrative activities, coordinating actions with other support staff in the team and in consultation and collaboration with the assistants to the head of the unit and director.
Duties:
  • The incumbent will perform all or part of the following, and other related responsibilities as required by the needs of the office:
Administration:
  • Receive visitors and telephone calls with tact and discretion, prioritizing according to the importance and/or urgency, and provide background information redirecting as appropriate.
  • Prepare reports and documentation for signature or clearance by relevant authority, checking for correct grammar, accuracy, and adherence to WHO communication standards.
  • Assist in the preparation of technical presentations, reports and articles including formatting, editing, and compiling background information.
  • Maintain a record of incoming queries/correspondence, determine priority, bring to the attention of the responsible staff member and follow up on action and response.
  • Proofread and quality assure the standard of outgoing correspondence for action/signature by the supervisor.
  • Establish and maintain electronic files and controlled reference materials.
  • Provide administrative and operational support for in-person and virtual meetings, seminars and workshops including the preparation of correspondence and documentation as needed.
  • Make travel and hotel arrangements including processing of travel authorizations/claims for staff as required.
Human resources:
  • Support with the timely appointment/renewal of contracts, initiating requests for temporary and fixed-term staff in the human resources action plan.
Procurement:
  • Initiate contracts and requisitions for goods on the enterprise resource planning system, monitor and record receipt of deliverables and initiate and monitor payments as needed.
  • Liaise with staff, contractors and service providers to address any outstanding issues.
Finance:
  • Assist with monitoring and progress review of projects and tasks in the enterprise resource planning work plan.
  • Maintain and update staff on project and task budget ceilings, award budgets, expenditures, and funds available as required
  • Monitor income and expenditures for planning purposes.
  • Promptly follow-up on financial, budgetary and any outstanding financial issues concerning the team/department, including ensuring timely processing of committal documents.
  • Prepare elements of periodic financial and technical progress reports as required.
Functional Knowledge and Skills:
  • Organizational procedures relating to the position, and their consistent application to work tasks.
  • Basic financial/accounting knowledge.
  • Excellent oral and written communication, including for routine and non-routine correspondence, and reports.
  • Ability to maintain effective client relationships and proactivity in servicing clients.
  • Ability to organize protocol arrangements in accordance with established standards.
  • Ability to administer official calendar, arrange meetings, schedules, itineraries.
  • Ability to undertake simple research and organize information for the preparation of reports and briefings.
  • Proficiency in computers and office software packages, handling of web-based management
  • systems, enterprise resource planning (ERP) systems and Cloud Management Enterprise System such
  • as Workday.
  • Ability to identify and manage one’s own emotions, as well as helping others to do the same.
Educational Qualifications:
Essential:
  • Certificate of completion of secondary or high school. Certification in accounting and or office administration
Experience:
Essential:
  • Minimum of five years of work experience relevant to the position (in the administrative field, including in large public sector organizations).
Language Skills:
Essential:
  • Expert knowledge of English, Russian and Kyrgyz

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