Administrative Associate

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. More about G-6 contracts.

OBJECTIVES OF THE PROGRAMME

The Division ofCountry Health Policies and Systems (CPS) assists countries in the Region with the designand implementation of appropriate health policies and systems to strengthenuniversal health coverage. It works to strengthen data-driven,evidence-informed, contextually tailored health policy development andimplementation at national, regional, and local levels, taking an inclusiveapproach across the life course. The Division advocates strengthening of publichealth leadership, focusing on implementing policies that are people-centred,promote health, prevent illness, and address the social and economicdeterminants of health, while fostering leadership on equity, human rights, andgender mainstreaming in health. It focuses on building capacity for healthsystems innovation to enable the sustainable delivery of high-quality primaryhealth and community services that are effectively linked to hospitals, mentalhealth, public health, and social care services. To do so, CPS supports countryefforts to facilitate access so as to leave nobody behind, to improve financialprotection, to strengthen the health workforce, to increase access toaffordable medicines and technologies, and to promote the uptake andimplementation of digital technology.TheWHO European Centre for Primary Care inAlmaty aims to develop intoa center of excellence and European reference point on primary health care ledpolicies towards UHC with demonstrated country impact. Building on the spirit/legacy of the Alma-AtaDeclaration and the Astana Conference, the center will focus on developingpragmatic and actionable policy recommendations to strengthen primary healthcare in the region using a multi-disciplinary approach. The Almaty Office willcontribute to all three pillars of the EPW and each of its four flagships. It will aim to inspire action at countrylevel by producing and disseminating state-of-the art evidence on effectivemodels of primary health care aligned with other health system functions tomove towards UHC. The office willcontribute to articulating the role of primary health care in healthemergencies including in the continued COVID-19 pandemic. Finally, it will contribute to better healthand reduced health inequalities in Europe by strengthening its functions andorganization to address upstream determinants of health including to supportmember states to strengthen public health services and build links betweenmental health, long-term care, social services and primary health care toaddress upstream determinants of health for improved health equity.

DESCRIPTION OF DUTIES

To provide a wide range of specializedadministrative support and coordination in the day-to-day operations of theCentre, including financial planning and management, programme planning andreporting, organization and management of human resources, procurement,meetings and events organization and other related activities.The incumbent is assigned all or part of thefollowing responsibilities:Provide specialized administrative support to theHead of the Office (HoO) on all issues pertaining administrative aspects of Centre'swork. Support the HoO in work planning, implementation,financial management, and reporting. Support with the preparation of keyadministrative correspondence and documentation of the Centre's work programmein support of the Head of Office (e.g. communication with donor and keypartners). Manage incoming/outgoing key communication(information requests, phone calls, correspondence, and documents flow). Support the HoO in ensuring appropriate, safe and well-equipped workingspace for all staff including office space arrangements, ICT, equipmentmaintenance and replacement, security issues. In this capacity serve as focalpoint delegated by the HoO in United Nations operations management teammeetings, liaise with other United Nations agencies regarding administrativeand security matters and provide inputs and recommendations. Focal pointresponsible for monitoring the implementation of the Policy on Preventing andAddressing Abusive Conduct in the office.Coordinate with and supervise the administrative staff of the Centre ensuringeven and sustained flow of administrative work. Distribute and assign tasks, providebriefing and hands on training as required. Monitor implementation andcompletion. Anticipate and solve bottlenecksaround peak periods and holidays through coordination with CPS Regional OfficeAdministrative Team. Coordinate overalltraining needs of the administrative team with SDL in Copenhagen. Support the Head of Officein planning, reporting and evaluation related activities and tasks along thelife cycle of key activities/projects including external donor funded projects.Provide assistance and coordination during operational planning exercises,including the development and maintenance of all PHC work plans. Support theHead of Office in coordinating the mid-term reviews and the end of year ofbiennium closure exercises from a programmatic perspective. Maintain oversight offinance issues and requisite formalities at the Centre. Discuss with the HoO ona monthly basis the financial situation of the office and present implementationof both salary and activity work plans and funds. Organize (and/or delegate as appropriate) thepreparation and oversight of key obligating documents and financial records. Coordinate the running of the e-Imprest accountand local bank account/s. Support the Head of Office in the preparation ofrequired financial reports and accountability using GSM and other relatedsources of information. Support the Head of Office in coordinating the mid-termreviews and the end of year of biennium closure exercises from a financialperspective. Follow up on financial and budgetary matters. Ensure timely delivery of annual donor report.Support the Head of Officein coordinating and following-up on the Centre's resources allocation and humanresources matters across programmes and projects. Report monthly to the HoO about theimplementation of the salary workplan. Supportthe Head of Office in the onboarding and briefing of new staff. Monitor adherence to documenting leave andteleworking policies of the office. Coordinate and oversee procurement of goods and servicesthat are required for the implementation of projects and activities of theCentre. Participate as needed in market research, carrying out of tenders andrelations with local suppliers. Support contract management, ensure timelyreceipt of goods and payment to suppliers/contractual partners. Act as focalpoint for asset management. Assist with tracking, reporting, verification, andrelated processes. Coordinate formalities related to premises/equipment rentaland/or host or office management related service agreements.Serve as focal point for the organization of meetings and other keyevents, including high-level international meetings relating to the work of theCentre, overseeing logistics and provide administrative coordination. Assist withthe organization of internal meetings, participate and ensure documentation isproduced as needed.Perform other relatedduties as required or instructed, including providing support to other areas ofwork as assigned within the general remit of this position.

REQUIRED QUALIFICATIONS

Education

Essential: Completion ofsecondary school education or equivalent. Desirable: Relevant highereducation or post-secondary training courses in office administration/management,accounting, or other administration related areas.

Experience

Essential: At least 8 years ofrelevant experience in the secretarial/administrative field, includingexperience in finance-related administration. Desirable: Experience in Oracle-based or other ERP systems. Relevant experience with(in) WHO or theUN.

Skills

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

WHO Competencies

Teamwork Respecting and promoting individual and cultural differences Communication Producing results Moving forward in a changing environment

Use of Language Skills

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

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 KZT 8,278,000 (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.