Assistant

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. More about G-5 contracts.

OBJECTIVES OF THE PROGRAMME

1. Efficient administrative support to the activities of the technical programmes under the five countries, including participation in planning, implementation, monitoring and evaluation of the activities.

2. Effective application of the WHO policies and procedures in relation to administrative transactions, country protocols, communications and reporting

3. Support the WHO Country Office in Samoa in achieving its mandate, strategic goal and objectives.

DESCRIPTION OF DUTIES

The incumbent will perform the following functions:

1. Act as administrative focal point on technical programmes including the following functions: a) Communication - drafting official correspondences related to technical programme. b) Recruitment - facilitating recruitment for consultants and other service requirement of the technical programme. c) Procurement - administering the request for service procurements such as DFCs, STCs, APWs, etc. d) Travel - assisting the travel arrangements for technical staff . e) Meeting - assisting in organizing meetings, workshops, training including document preparation, support to participants, site logistics and any other meeting requirements.

2. Maintain close liaison/coordination with the Ministry of Health, Ministry of Finance, International partners, other government agencies and nongovernmental organizations (NGOs) on administrative matters to facilitate the implementation of programme activities. Maintains an effective follow-up and monitoring system.

3. Provide administrative and secretarial support to the technical officers including arrangements for official appointments, meetings, etc.

4. Monitor report submission and payment to suppliers and maintain appropriate follow-up system.

5. Maintain an effective filing system to store documents or keep and manage technical programme's share point/share folders.

6. Occasionally replace secretarial staff within the office during their absence, as coordinated by the Administrative Assistant.

7. Performs other duties as may be required.

REQUIRED QUALIFICATIONS

Education

Essential: Equivalent to graduation from secondary school with thorough training in secretarial/administrative training. Desirable: Bachelor's degree in commerce and/or diploma in management is desirable.

Experience

Essential: Five years' experience in secretarial/administrative posts, preferably including experience in WHO or in another international organization.

Skills

Thorough knowledge of office procedures and relevant WHO policies, administrative rules and practices. Good communication and interpersonal skills. Ability to act with tact, diplomacy, discretion and respect for confidentiality. Ability to prepare correspondence, summary of meetings, documentation and notes for the record, etc. Proficient in the use of modern office technology. Ability to work harmoniously as a member of a team, adapt to diverse cultural and educational backgrounds and maintain a high standard of personal conduct.

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. 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 WST 25,841 (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'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.