Administrative Assistant

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 1,954 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

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.

DESCRIPTION OF DUTIES

Within the Country Office and reporting to the Administrative Officer,, the incumbent provides a wide range of specialized support and coordination services in the day-to-day financial, human resources, procurement and administrative-related operations. Under the supervision of the Administrative Officer, the incumbent is assigned all or part of the following responsibilities: Provide support and input to the Administrative Officer on planning, resource allocation and financial management, human resources, procurement and general administration and coordination. Provide support to the Administrative Officer, on preparation and regular monitoring of the office running costs budget, monitoring of the Management and Coordination workplan, ensuring sufficient budget and cash flow to cover recurring costs as well as necessary one-time investments to facilitate smooth operations in a safe and secure office environment. Provide administrative support to the operational planning and development of projects and work plans and assist the Administrative Officer as required along the life-circle of the project(s). Verify obligating documents, cross-checking relevant information available from GSM or other on-line systems, ensuring the availability of funds, updating files as instructed or as delegated; clearance of obligating documents, checking them for completeness, and following-up on missing elements as required.Verify expenditures to comply with work plans, financial rules and regulations and award agreements. Prepare routine and ad hoc financial reports using GSM and other related sources of information.Take an active part or actively assists the Administrative Officer inonboarding and briefing of new staff including necessary actions in GSM. Initiate, check, and follow upon purchase requisitions for procurement of goods and services that are required for the implementation of WHO health projects in the country office. Initiate procurement actions such as: conduct basic market research, prepare tenders, evaluate offers, participate in vendor selection, negotiate with local suppliers (price, deadline, payment terms), ensure smooth delivery, assist responsible officers in contract management, help timely receipts and payment, and report on fixed assets in close collaboration with relevant colleagues. Act as focal point for asset management and assist in tracking, reporting, verification and related FA processes. Draft routine and non-routine correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature; analyze incoming correspondence and requests, researching, obtaining and attaching background information where required, or redirecting them as appropriate, drawing the attention of the supervisor or other senior staff concerned; drawing the Administrative Officer attention to urgent items and deadlines. Serve as focal point for the organization of meetings in the Country Office as needed. Contribute to the organization of large-scale, high-level, international meetings relating to the work of the Country Office and coordinating logistics for both on and off-site meetings. Act as leave administrator for all staff in the country office and supervise other administrative staff, when applicable. Perform other related duties as required or instructed, including providing support to other areas of work as assigned within the general remit of this position.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school or equivalent. Desirable: Relevant higher education or post-secondary training courses in office, accounting and/or management related areas.

Experience

Essential: At least 8 years of progressively responsible experience in the secretarial/administrative field. Desirable: Demonstrated experience in an Oracle-based or other ERP system. Demonstrated experience in an international environment or institution. Relevant experience with(in) WHO or in the UN.

Skills

Strong organization and office skills, as well as skills in note taking and minutes writing. Strong skills to work independently. Sound knowledge and skills in using a variety of office and computer packages. Ability to multitask and work under pressure, in a fast-paced environment. Ability to identify and manage one's own emotions, as well as helping others to do the same.

WHO Competencies

Teamwork Respecting and promoting individual and cultural differences Communication

Use of Language Skills

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

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 USD 22,648 (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.

• 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.