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

The WHO Budapest Centre is a Headquarters office under the Business Operations division. The Centre currently houses several independent teams: one attached to the Office of the Director-General, one attached to the Department of Human Resources and Talent Management, one attached to the Procurement and Supply Services Department and one attached to the Information Management and Technology. The Centre is being expanded, thus allowing an extension of its office space for outposted HQ functions and of its meeting space and facilities.

DESCRIPTION OF DUTIES

Working under the supervision of the WBC National Professional Officer (Administration) who reports to the Director of the Centre, the incumbent is assigned all or part of the following responsibilities within the delegated authority:

1.Assist the Director of the Centre and the National Professional Officer in the smooth running of the administrative functions in the WHO Budapest Centre (the Centre), including maintaining an up to date records on financial transactions,inventories and assets, office supplies and office space of the Centre.

2.Oversees and monitors the information flow and different requests arriving to theCentre's management Team, screens, sorts, analyzes incoming correspondence and identifies areas requiring action by the Director of the Centre or other team members. Ensures effective and timely follow up on requests for information,briefings and other actions, liaising with units/teams within the Centre, asappropriate. Searches for information and attach background, provides unofficial translation, if needed.

3.Assists the National Professional Officer in liaising with local authorities on administrative issues related to WHO Budapest Centre matters falling under the ambit of the host country agreement and the supplementary agreement. Provides assistance in the HR-administrative issues of the Centre including assistance for new staff pertaining to visa, and providing support for new and current staff with custom excise and similar matters at the Ministry of Foreign Affairs and Trade.

4.As requested by the Director of the Centre or the National Professional Officer, initiates and processes different transactions in GSM, including procurement of goods & services; completing necessary forms, obtaining approvals for committal documents, and submitting documentation and following up with concerned parties on the receipt of deliverables and finalization of payments.

5.Assists the National Professional Officer in the management of Imprest account of the Centre by entering transactions and financial records in GSM with the supervision of the National Professional Officer, generates reports on a timely manner and ensures that that all related WHO rules and regulations are kept up to date.

6.Provides support and input to the Director of the Centre and the National Professional Officer on aspects of planning, resource allocation, administration and human resources matters related to the Centre.Cross-checks obligating documents available from GSM or other on-line systems, monitoring the availability of funds and alerting to upcoming shortfalls,updating files, and transferring funds or take other action as instructed.

7.Provides full administrative support to the Director and the National Professional Officer in organizing intercountry or internal meetings, workshops, trainings. Drafts rationale and assists in budget planning for meetings, compiles and processes all necessary documentation, liaises with participants, and provides administrative and logistical assistance before and on meetings.

8.Takes minutes of meetings, updates and maintains team's filing systems (paper based,electronic and database).

9.Supports the Director of the Centre and the National Professional Officer in the activities related to office maintenance and security.

10.Assists in creating and then maintains the Centre's webpage and keeps its contents updated.

11. Assists the Director of Centre with travel arrangements.

12.Backs up the National Professional Officer during his/her absence and performs other relevant duties as required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or equivalent. Desirable:

Experience

Essential: A minimum of 5 years of experience in secretarial or administrative positions. Desirable: Relevant experience in WHO or another UN agency is an asset. Experience in Oracle-based or other ERP systems is an asset.

Skills

Strong skills to work independently. Strong organization and office skills, as well as skills in note taking and minute writing. Sound knowledge and skills using a variety of office and computer packages. Sound knowledge of WHO and/or UN administrative rules and regulations, procedures and practices. The ability to multitask and work under pressure. The ability to exercise discretion at all times in judging the importance, urgency and confidential nature various issues and tact when dealing with staff and external partners.

WHO Competencies

Teamwork Respecting and promoting individual and cultural differences Communication Producing results

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Hungarian. Desirable: Intermediate knowledge of French.

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 HUF 5,543,000 (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.

• 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 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.