Administrative Assistant

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Application deadline 1 year ago: Sunday 28 May 2023 at 00:00 UTC

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This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

In the context of the WHO Health Emergencies incident management system, at the country level: The incumbent reports directly to the administrative officer. The position contributes to both financial and administrative operations in the implementation of programmes that WHO Country Office (WCO) implements.

The assignments can be filled before the deadline therefore we encourage you to apply with a fully completed and updated profile as soon as possible.

Within the delegated authority of Representative and under the supervision the Business Operations Associate (BOA) or his/her designated mandated representative(s), the UNV will: • Provide full administrative support including drafting in line with WHO style guide, reviewing and dispatching of correspondence, reports, documents, etc. independently compose and finalize correspondence of administrative nature and draft interim replies, draft presentations as guided by professional staff; • Receive, screen and log all incoming correspondence, search for information and attach background, provide unofficial translation, if needed, take minutes of WCO meetings, update and maintain unit filing system (paper based, electronic and database); • Support BOA with the follow up on the implementation of programme activities and ensure timely submission of WCO’s contributions, respond to and act on telephone enquiries, assess the urgency of programme matters and refer them to appropriate staff for action, inform and remind professional staff in the unit of deadlines, provide supporting material as appropriate; • Provide full administrative support to the WCO’s meetings, draft rationale and plan (including approximate costs) for meetings, compile and process all necessary documentation, liaise with participants, issue TRs, effect payments for participants, follow up on travel claims and complete logistical and financial arrangements; • Organize the travel of the country office personnel, including raising travel requests (TRs) in the system, security clearance, finalizing travel itineraries and hotel bookings etc., and following up and maintaining records on the submission of duty travel reports; • Assist the BOA in carrying out the function of project administrator and initiate and process different transactions; • Assist the BOA to coordinate with other units of the WHO to finalize and complete administrative tasks where needed; • Perform other requested administrative functions related to running the administrative work of the unit.

Results/Expected outputs: • As an active WHO team member, efficient, timely, responsive, client-friendly and high-quality support rendered to WHO and its beneficiaries in the accomplishment of her/his functions, including: • Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment; • A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.

Accountability, Adaptability and Flexibility, Building Trust, Client Orientation, Commitment and Motivation, Commitment to Continuous Learning, Communication, Creativity, Empowering others, Ethics and Values, Integrity, Judgement and Decision-making, Knowledge Sharing, Leadership, Managing Performance, Planning and Organizing, Professionalism, Respect for diversity, Self-Management, Technological Awareness, Vision, Working in Teams.

Additionally, genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UN Entities’ mission and vision, as well as to the UN Core Values.

the national and/or international level in administrative and relevant experience. Experience with humanitarian aid is an asset, as is experience working in the UN or other international development organization; • Completion of secondary school supplemented by training in administrative work. Additional relevant higher education an advantage; • Excellent oral and written skills; excellent drafting, formulation, reporting skills; • Accuracy and professionalism in document production and editing; • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development; • Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel; • Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment; • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines; • Sound security awareness; • Have affinity with or interest in emergency response, volunteerism as a mechanism for durable development, and the UN System; • Fluency in spoken and written Polish and English is required; another relevant language is an advantage.

This assignment’s duty station is Warsaw. The UN Volunteer will be responsible for arranging his/her own housing and other living essentials.

UN Volunteer entitlements and allowances: The purpose of the allowances and entitlements paid to UN Volunteers is to enable UN Volunteers to sustain a secure standard of living at the duty stations in line with United Nations standards without incurring personal costs. The allowances are in no way to be understood as compensation, reward, or salary in exchange for the UN Volunteer’s service. Contingent on specific eligibility criteria, location of the volunteer assignment and contractual type and category, the payment of allowances will begin from the date of Commencement of Service For more information on entitlements please read the Condition of Service ( For information specific to your assignment please see below:

Monthly Living Allowance (Per month) PLN 6415.41 Entry lump sum (one time payment) USD 400 Travel Ticket when moving to duty station USD 200 Exit allowance (for each month served, paid on completion of contract) PLN 534.62 Medical and life insurance Cigna Private Insurance

Leave entitlements: Annual leave: 2.5 days accrued per calendar month Certified sick leave: 30 days Uncertified sick leave: 7 days Learning leave: 10 working days per consecutive 12 months Maternity Leave: 16 weeks Paternity Leave: 10 days

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