Administrative Assistant

Overview

Provide comprehensive administrative support for WHO operations

You have:

• Completion of secondary education supplemented by training in administration and/or travel related resources.
• University degree in public or business administration or related field is desirable.
• At least eight years of relevant experience in the area of administration including travel industry.
• Relevant experience in the UN system is desirable.
• Expert knowledge of English is essential.
• Expert knowledge of Local Language is essential.
• Intermediate knowledge of French is desirable.

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.

Salary

The salary for this job should be more than 2,457 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

OBJECTIVES OF THE PROGRAMME

To ensure that effective WHO Country presence is established to implement WHO country cooperation strategies that are aligned with Member State’s health and development agendas, and harmonized with the United Nations country teams

DESCRIPTION OF DUTIES

1. Compose, draft and prepare on own initiative or from instructions a wide variety of correspondence, financial documents, payment instructions, signatory letters for signature
2. Extract data from a wide range of sources; to prepare and consolidate related briefings, progress reports and spreadsheets. Provide basic translation assistance from and to the local language.
3. Responsible for asset management in WCO by ensuring regular updates of asset register and coordinating collation of related data from the field office.
4. Serve as the focal point for managing service providers for WCO including the shared cost for UN agencies by ensuring contracts are issued and renewed on a timely basis, complete the supplier evaluation forms, and timely payments.
5. Serve as a focal point for building services ensuring proper maintenance of WRO buildings and equipment, reporting on assets inventory, and attending to the repair and maintenance of vehicles.
6. Verify and approve booked itineraries and issued Travel Requests (TRs) to ensure compliance with travel policy, relevant entitlements, applicable deals, and best travel practices.
7. Verify travel agent's invoices for payment against the agreement and applicable airline deals, and initiate related payment instructions.
8. Liaise with GSC issuance and closures of travel-related purchase orders, monitor and record receipt of PTC-related deliverables, and follow up on payments as needed.
9. Ensure effective and timely action and follow-up on issuance, extension, and renewal of UNLPs and UNFCs.
10. Process and follow-up requests for visas for WHO travelers.
11. Respond to queries by providing information, advice, and guidance on rules and regulations related to travel area.
12. Attend non-technical meetings with representatives from other UN agencies, MOPH, etc. related to administrative issues, as required, and follow-up on recommendations.
13. Guide and brief all staff and non-staff on WHO rules and procedures; provide on-the-job training for administrative support staff.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary education supplemented by training in administration and/or travel related resources. Desirable: University degree in public or business administration or related field.

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/.

Experience

Essential: At least eight years of relevant experience in the area of administration including travel industry Desirable: Relevant experience in the UN system.

Skills

--> Ability to work under pressure

--> Demonstrated ability to act independently and exercise sound judgment

--> Ability to train other staff on administrative matters

--> Good analytical, planning and sound organizational skills

--> Stress and time management skills

--> Knowledge of WHO systems, procedures and practices is an asset

WHO Competencies

Enhanced WHO Global Competency Model:

https://www.who.int/employment/WHO_competencies_EN.pdf?ua=1

Teamwork Respecting and promoting individual and cultural differences Communication Producing results Ensuring the effective use of resources

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Local Language . Desirable: Intermediate knowledge of French.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at JOD 20,280 (subject to mandatory deductions for pension contributions and health insurance, as applicable) 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 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 highest ethical and professional standards and that is committed to put the WHO Values Charter 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 final candidates.

• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

• Interested candidates are strongly encouraged to apply on-line. For assessment of your application, please ensure that
  • your profile on Stellis is properly completed and updated;
  • all required details regarding your qualifications, education and training are provided;
  • all experience records are entered with elaboration on tasks performed at the time.
  • Kindly note that CV/PHFs inserted via LinkedIn are not accessible.

Potential interview questions