Admin Assistant/WR

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

OBJECTIVES OF THE PROGRAMME

Country Management Support Units (CSUs) have been established in the organizational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system

DESCRIPTION OF DUTIES

1. Provide full administrative support to the WR’s office.
2. Draft, review and revise correspondence, reports and documents for proper format and content in consultation with the supervisor.
3. Independently compose correspondence of administrative nature, take notes at meetings, provides informal interpretation/translation when required.
4. Prepare and process travel requests for team members using GSM, work with the travel unit to arrange for visa issuance, security clearance, flight, and hotel bookings, follows up travel related issues of national and international missions.
5. Scan, record, refer and follow up correspondence and documents, evaluate the urgency or critical nature bringing them to the attention of the responsible staff.
6. Inform and remind responsible staff of follow-up dates, response, or specific actions, supplying supporting material as appropriate.
7. Using GSM, monitor aspects of the implementation of country activities, funds for project/programme budget levels and financial expenditures, according to the approved country workplan. Initiate and process different transactions in GSM,
8. Maintain and update the filing of technical documents and correspondence (soft/hard copies and databases if applicable). Create background reference material as appropriate; access and retrieve relevant material.
9. Finalize all administrative and logistics preparations required for the organization of meetings held in the country (working groups, seminars/courses, workshops
10. Respond to and act on telephone enquiries in a timely manner.
11. Assess the critical nature of technical issues and direct them to appropriate staff for reply, coordinate appointments for supervisor
12. Establish and maintain a proper computerized information system on MOH and UN counterparts, WHO Collaborating Centers, etc.
13. Brief colleagues on general office administrative process.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary education or equivalent supplemented by secretarial training.

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

Experience:

Essential: At least 8 years progressive administrative experience.

Desirable: Experience in other areas such as Program Management would be an asset. Experience in WHO/UN system

Skills

Ability to plan, organize, coordinate, and implement inputs from several sources.

Good filing and organizational skills.

Ability to maintain good working relationships with staff, experts, and visitors.

Very good time management and stress management skills.

Knowledge of WHO rules, manuals, practices, procedures.

WHO Competencies:

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results
• Moving forward in a changing environment

Use of Language Skills

Essential: Excellent knowledge of the English.

Desirable: Knowledge of French or other UN language.

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 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 WHO Values Charter and is committed to put the WHO Values into practice.
• WHO has a 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 pf 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 is a general service staff position. Therefore, only applications from nationals of the country where the duty station is located will be accepted.