Administrative Assistant

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WHO - World Health Organization

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Application deadline 1 year ago: Friday 16 Dec 2022 at 22:59 UTC

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Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 1,644 USD.

Salary for a G-5 contract in Pretoria

The salary of a G-5 depends on the duty station. The minimum salary there is 31,124 ZAR (~1,644 USD) Please note that depending on the location, a higher post adjustment might still result in a lower purchasing power.

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.

More about G-5 contracts.

OBJECTIVES OF THE PROGRAMME

The mission of WHO’s Emergencies Preparedness and Response (EPR) program is to support member states to i) prepare for and prevent disease outbreaks and health emergencies, ii) promptly detect, report, and confirm outbreaks, and iii) strengthen and sustain their capacity to respond to and recover from the negative effects of health emergencies.

PURPOSE OF THE POSITION

In the context of the WHO Health Emergencies Preparedness and Response (EPR), at the hub level, the incumbent will ensure the smooth flow of work related to administrative activities and coordinating actions with other support staff in the team.

DESCRIPTION OF DUTIES

Within the framework of the delegated authority, the incumbent is assigned all or part of the following duties, which are performed according to the needs:

Correspondence:

1. Draft general or administrative correspondence on own initiative or based on instructions

2. Finalize correspondence/reports for signature/clearance and maintain a filing system.

3. Verify that outgoing correspondence is presented in accordance with WHO and department styles and check language, grammar and accuracy prior to submitting for signature and clearance.

4. Analyze incoming correspondence and requests in the light of background material, instructions, policies, and precedents, researching, obtaining, and attaching background information in anticipation of the responsible officer's needs or redirecting them as appropriate.

5. Identify and highlight incoming documents, attach background information, and identify areas requiring action by professional staff, drawing their attention to specific items.

6. Ensure that technical reports and documents are in line with WHO standards, rules, practices, and procedures, editing and correcting them as necessary before their submission for signature or clearance of relevant authority.

7. Ensure the smooth functioning of the GSM workflow process at the cluster level, including organizing regular briefings for staff members.

8. Using appropriate tracking tools, follow up on and ensure that target dates and deadlines are met and that correspondence and queries are addressed in a timely manner.

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Meeting Administration:

9. Arrange, coordinate, and lead administrative preparation for meetings, seminars, and workshops, including letters of invitation, cost calculation, and travel requests.

10. Assist with preparing documents, dispatching materials, and liaising with participants and others involved.

11. Prepare presentations using PowerPoint and other software packages on their initiative or based on instructions.

12. Schedule weekly team and ad hoc meetings according to schedules and needs; take and prepare minutes.

13. Obtain briefing and background materials for meetings, seminars, workshops, etc., to be attended by the team's professional staff, checking their availability and ensuring they have the appropriate briefing files and documents.

Travel:

14. Using GSM/Oracle, prepare travel requests for official WHO travel.

15. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.

16. Support staff in initiating Travel Requests (TRs) and advising on Travel Claim (TC) submissions with orientations on supporting documentation.

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General:

17. Provide background information for appointments with official visitors and/or staff members.

18. Disseminate information on administrative procedures to GS staff in the team/department and assist staff in adhering to WHO administrative procedures.

19. Monitor requests for goods and services, including receipt, payment, and inventory requirements.

Other Duties:

20. Perform other related duties as required or instructed, including providing support to other areas of work.

REQUIRED QUALIFICATIONS

Education

Essential:

Completion of secondary school education or equivalent.

Desirable:

  • First Degree in Finance, Management, Business Administration, or a related field from an accredited/recognized institute. Training in secretarial tasks and/or in an administrative field is desirable.

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Experience

Essential:

A minimum of five (5) years of experience in secretarial or administrative positions.

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Desirable:

Relevant experience in WHO or another UN agency is an asset. Experience in Oracle-based or other ERP systems is an asset.

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Skills

  • Strong skills to work independently

  • Strong organizational skills complemented with the ability to work proactively, multitask and produce results under pressure.

  • Sound knowledge and skills using a variety of office and computer packages.

  • Sound knowledge of WHO and/or UN administrative rules, regulations, procedures, and practices.

  • The ability to multitask and work under pressure.

  • The ability to exercise discretion at all times in judging the importance, urgency, and confidential nature of various issues and tact when dealing with staff and external partners.

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WHO Competencies

*1. Teamwork,

*2. Respecting and promoting individual and cultural differences,

*3. Communication,

4. Producing results,

5. Knowing and managing yourself.

Use of Language Skills

Essential:

Expert knowledge of English

Desirable:

Knowledge of another UN official language would be an asset.

REMUNERATION

Remuneration comprises an annual base salary starting at 318 950 Rands (subject to to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

Other benefits include 30 days of annual leave, allowances for dependent family members, home leave, and an education grant for dependent children.

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.

  • WHO has a mobility policy which can be found at the following link: http://www.who.int/employment/en/? Candidates appointed to an international post with WHO are subject to mobility and may be assigned to any activity or duty station of the Organization throughout the world.

  • Applications from women and from nationals of non and underrepresented Member States are particularly encouraged.

  • For WHO General Service staff who do not meet the minimum educational qualifications, please see e-Manual III.4.1, para 220.

Added 1 year ago - Updated 1 year ago - Source: who.int