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 of Country Health Policies and Systems (CPS) assists countries in the Region with the design and implementation of appropriate health policies and systems to strengthen universal health coverage. It works to strengthen data-driven,evidence-informed, contextually tailored health policy development and implementation at national, regional, and local levels, taking an inclusive approach across the life course. The Division advocates strengthening of public health leadership, focusing on implementing policies that are people-centred, promote health, prevent illness, and address the social and economic determinants of health, while fostering leadership on equity, human rights, and gender mainstreaming in health. It focuses on building capacity for health systems innovation to enable the sustainable delivery of high-quality primary health and community services that are effectively linked to hospitals, mental health, public health, and social care services. To do so, CPS supports country efforts to facilitate access so as to leave nobody behind, to improve financial protection, to strengthen the health workforce, to increase access to affordable medicines and technologies, and to promote the uptake and implementation of digital technology.

The WHO European Office for Investment for Health & Equity (IHE) in based in Venice is a centre of scientific excellence in the areas of health equity and social and economic determinants of health. It plays a key role in promoting investment for health in the context of the 2030 Agenda for Sustainable Development and the European Programme of Work (EPW).The IHE Office develops tools and evidence and advocates for people-focused investment in health and health systems, helping the Member States to implement an economy of well-being where people are firmly at the centre of fiscal and economic decision-making and policy development. At country level it works to strengthen awareness of the links between inequity and impact on health services,promoting the reduction of health inequalities as a pre-requisite for social cohesion and people-focused economic growth. Particular attention is given to inclusiveness and promotion of gender equality and human rights, in line with GPW13, EPW and WHO discussions with Member States. Implementation and supportat country level is facilitated through the coordination of scientific research networks at local, regional, national, and sub-regional levels.

DESCRIPTION OF DUTIES

Within the WHO EuropeanOffice for Investment in Health and Development (IHD) in Venice, Italy, the incumbent provides the Head of the Office with a wide range ofspecialized administrative support and coordination in the day-to-dayoperations of the Office including financial planning and management, programmeplanning and reporting, organization and management of human resources,procurement, meetings and events organization and other related activities.

The incumbent is assigned all or part of the following responsibilities:

1. Provide senior administrative support to the Head of the Office and/or team on all issues pertaining administrative aspects of IHD outputs planning and implementation. Support with the preparation of key administrative correspondence and documentation. Manage incoming/outgoing key communication (information requests, phone calls,correspondence, and documents flow). Support the Head of the Office on all key management of the Centre related work.

2. Support the HoO in ensuring appropriate, safe and well-equipped working space for all staff including office space arrangements, ICT, equipment maintenance and replacement, security issues. In this capacity serve as focal point delegated by the HoO in United Nations operations management team meetings, liaise as applicable, with other United Nations agencies regarding administrative and security matters and provide inputs and recommendations. Focal point responsible for monitoring the implementation of the Policy on Preventing and Addressing Abusive Conduct in the office.

3. Coordinate with and supervise the administrative staff of the Centre ensuring even and sustained flow of administrative work. Distribute and assign tasks, provide briefing and hands on training as required. Monitor implementation and completion. Anticipate and solve bottlenecks around peak periods and holidays through coordination with CPS Regional Office Administrative Team. Coordinate overall training needs of the administrative team with SDL in Copenhagen.

4. Support the Head of Office in planning, reporting and evaluation related activities and tasks along the life 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 IHE work plans. Support the Head of Office in coordinating the mid-term reviews and the end of year of biennium closure exercises from a programmatic perspective.

5. Maintain oversight of finance issues and requisite formalities at the Centre. Discuss with the HoO on a monthly basis the financial situation of the office and present implementation of both salary and activity work plans and funds. Organize the preparation and oversight of key obligating documents and financial records. Support the Head of Office in the preparation of required financial reports and accountability using GSM and other related sources of information. Support the Head of Office in coordinating the mid-term reviews and the end of year of biennium closure exercises. Follow up on financial and budgetary matters.

6. Support the Head of Office in coordinating and following-up on the Centre's resources allocation and human resources matters across programmes and projects. Report monthly to the HoO about the implementation of the salary workplan. Support the Head of Office in the onboarding and briefing of new staff. Monitor adherence to documenting leave and teleworking policies of the office.

7. Coordinate and oversee procurement of goods and services that are required for the implementation of projects and activities of the Centre. Participate as needed in market research, carrying out of tenders and relations with local suppliers. Lead in contract management, ensure timely receipt of goods and payment to suppliers/contractual partners. Act as focalpoint for asset management. Assist with tracking, reporting, verification, and related processes. Coordinate formalities related to premises/equipment rental and/or host or office management related service agreements.

8. Serve as focal point for the organization of meetings and other key events, including high-level international meetings relating to the work of the Centre, overseeing logistics and providing administrative coordination. Assist with the organization of internal meetings, participate, and take notes as needed.

9. 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 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, including severalyears' experience around finance related administration. Desirable: Experience inOracle-based or other ERP systems. Relevant experience with(in) WHO or the UN.Working knowledge of Italian language is desirable.

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. Desirable: Intermediate knowledge of French,Russian,Germa.

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 EUR 47,228 (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.