Administrative Assistant (Emergencies)

This opening expired 3 years ago. Do not try to apply for this job.

WHO - World Health Organization

Open positions at WHO
Logo of WHO

Application deadline 3 years ago: Wednesday 17 Mar 2021 at 22:59 UTC

Open application form

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 1,641 USD.

Salary for a G-5 contract in Kyiv

The salary of a G-5 depends on the duty station. The minimum salary there is 1,641 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 WHO Country Office supports the Member States to shape their health policy in line with WHO's principles and values and advocates for an integrated approach to health development. By means of a single, unified and functionally integrated country representation, WHO facilitates the implementation of the BCA with the Member States and their corresponding country work plan. WHO helps the country to improve its health system and provides technical support as necessary.

The mission of the WHO Health Emergencies Programme (WHE) is to help countries, and to coordinate international action, to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies.

Within WHE, Country Health Emergency Preparedness & IHR (CPI) unit is responsible for monitoring and evaluation of countries' preparedness for health and humanitarian emergencies, the planning and country capacity building for critical capacities and the Secretariat of the International Health Regulations (2005). CPI has an all-hazards approach and involves all three levels of the Organization. CPI prioritizes support to the most vulnerable and low capacity countries.

DESCRIPTION OF DUTIES

In close coordination with the WHE Lead and Administrative Officer to provide administrative functions, including budgetary, financial and HR, in support to the implementation of work of the WHE programme areas, in line with rules and regulations and established procedures of the Organization.

As part of the WHE programme, the incumbent performs a variety of administrative, coordinating and monitoring services in support of project/programme activities, as follows:

General Administrative Support:

1. Drafts correspondence and documents based on written/verbal prompts from the Professional staff of the unit. Independently composes and finalizes correspondence of administrative nature. Revises unit correspondence, reports, and documents for proper form and (non-technical) content. Provides rough translation or synopsis of incoming mail, and drafts from standard texts and phrases outgoing correspondence in a second working language. Takes notes at meetings. Types reports and other documentation. Arranges duty travel.

2. Scans, records, refers and follows up correspondence and documents, evaluates the urgency or critical nature of items, and brings them to the attention of the responsible staff. Informs and reminds responsible staff of follow-up dates and deadlines for response or specific actions, supplying supporting material as appropriate.

3. Makes administrative arrangements for country activities including preparation of various committal documents related to procurement of goods and services, arrangements of study tours and duty travel in accordance with the approved programme budget/collaborative programmes with countries.

4. Assists in the organization of meetings i.e.: makes administrative preparations, including organization of practical local arrangements, advance transport of documents/equipment and hospitality. Provides administrative and secretarial support during the meetings, and pays per diem to participants if required. Prepares administrative reports.

5. Responds to and acts on telephone enquiries. Assesses the critical nature of technical enquiries and refers them to appropriate staff for reply. Coordinates appointments for supervisor and organizes programmes for visitors.

6. Provides briefing and guidance to all staff on general office practices and procedures; assists/replaces colleagues in the team and performs other related duties as required.

Financial/budget matters:

1. Assists with budget and work planning during office-wide exercises such as the WHE operational biennial planning and workplan development in GSM at the country level, and statutory reviews (6 months, mid-term and end of biennium assessment).

2. Develops, monitors and updates a database on pledges and contributions received; liaises with technical units to obtain background information and ensures proper recording in GSM; follows up with HQ and donors on the status and maintains files of related documents. Monitors and follows-up donor reporting dates and requirements.

3. Initiates action with regards to recording of awards in GSM (AAR, ADR, AMR), Project Funding, Award Budgeting and Resource Plans in line with donor agreements and approved work-plans. Maintains files of related documents.

4. Reviews, analyses and adjusts all awards under the assigned programme areas. Follow up with programmes to reconcile discrepancies and ensure all transactions recorded are proper and that the awards are in balance.

5. As part of accounts closure activities, coordinates with Administrative Officer during monthly/annual/biennium closure to ensure adherence to manual provisions/special instructions/time schedules.

6. Maintains close contact with the WHE/MGA unit at the Regional Office in order to resolve any issues related to budget and planning.

Human Resources matters:

1. Ensures timely initiation of actions required with regard to contract extensions, separation notifications and issuance of vacancy notices, highlighting sustainability issues (financial).

2. Ensures that all new WHE staff participate in WHE induction programmes.

3. Ensures that all new WHE staff in Ukraine are adequately installed in the workplace, including IT, telephony, access, etc.

4. In coordination with WHE/MGA provides various HR metrics, as needed.

5. Any other related tasks as assigned by the supervisor.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school or equivalent. Desirable: Relevant higher education from an accredited institution.

Experience

Essential: At least 5 years of progressively responsible experience in the secretarial/administrative field, including one year's experience in an international environment such as: WHO/UN, governmental/public, intergovernmental organizations and/or non-governmental organizations.

Skills

• Proficiency in the use of standard office computer software, note taking and operation of computerized systems and databases.

• Knowledge of MS office applications, including Outlook, Excel, Word and Power Point.

• Usual office equipment - computer, photocopier, fax machine, telephone.

• Incumbent uses existing office systems, e.g. GSM, CAR; he/she also creates and maintains manual and automated information systems on all aspects of the programme/unit work as required.

WHO Competencies

Teamwork Respecting and promoting individual and cultural differences Communication Producing results Knowing and managing yourself

Use of Language Skills

Essential: Expert knowledge of English. Intermediate knowledge of Ukrainian. Desirable: Expert knowledge of Russian.

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 15,511 (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's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.

  • 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.

Added 3 years ago - Updated 3 years ago - Source: who.int