Assistant

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.

Salary

The salary for this job should be more than 7,981 USD.

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.

OBJECTIVES OF THE PROGRAMME

The Department of Finance ensures that the financial management framework provides the required financial controls, reporting systems and procedures to meet the Organization's needs. It is therefore responsible for WHO's accounting policy and systems, corporate accounting, financial reporting, income and expenditure, donor accounting and reporting, treasury management policies. SHI is a separate financial entity, has its own budget center and Governance structure and is located in the Department of Finance.

DESCRIPTION OF DUTIES

Provides assistance to the Head SHI and Team Leads SHI:

in ORGANIZATIONAL, ADMINISTRATIVE AND OFFICE MANAGMENT by taking full responsibility for the efficient organization and functioning of the office including the implementation of WHO and SHI administrative rules and regulations and to provide advice on all matters in the light of background material, instructions, policies and precedents, attaching background documentation in anticipation of the Head's and Team Lead's questions and information needs and identifying and highlighting issues in documents requiring action by the Team Leads/or other staff in SHI including Head SHI. Further the incumbent acts as focal point for any changes in SHI administrative procedures; ensures that other departments at HQ, regional and country offices are informed; screens the incoming mail and documents identifying sensitive matters; on own initiative drafts memoranda/correspondence/emails for the Head's signature/approval as required; coordinates all administrative tasks including filing; reviews outgoing mail and documents issued by the Head SHI for procedures and presentations; coordinates and monitors targets and deadlines for submission of reports, briefings, documents, power point presentations and other arrangements in connection with Committee meetings (in liaison with the SHI Governance Officer) and meetings with regional and country staff; manages the SHI section of the WHO White Pages; is focal point in SHI for changes to the e-manual ensuring that persons responsible for various sections of the manual falling under SHI keep their respective sections up-to-date with regard to amendments; maintains close contact with a broad range of staff at all levels convening and coordinating meetings ensuring as appropriate briefing and meeting background information and documents are obtained from relevant sources in order for the Head and Team Leads to be fully prepared in advance highlighting issues relevant to SHI and attending meetings convened by the Head and Team Leads and taking minutes as required and ensuring follow-up action. Deals with all travel arrangements for the Head, Team Leads and SHI Medical Adviser including establishment of required Travel Authorizations, visa requests, ensuring briefing files available and complete, processing of travel claims etc. and liaising with the Assistant in the Comptroller's office for leave and duty travel plans; deals with various practical arrangements such as office space, equipment, telecommunications and informatics, etc. and conveys information to staff through the appropriate channels including distribution lists and shared drive and in the absence of the Head ensures smooth running of the office by assisting the acting Head. The incumbent organizes own priorities and manages own workload in an independent manner and in general sets own priorities with regard to standard procedures and routine matters, planning and carrying out assignments on own initiative based on experience. The incumbent is expected to draw the Head's attention to unusual situations and requests, proposing solutions and alternative approaches to problems. Although the incumbent is expected to work on own initiative with discretion and flexibility meeting expected results in a timely and efficient manner with a minimum of supervision, guidance where necessary is provided by supervisor or other staff through specific instructions. In addition to the incumbent being responsible for checking own work and for meeting standards the incumbent is responsible for ensuring the quality and timeliness of the work of other support staff and for monitoring such to ensure its conformity with WHO and SHI specific rules, procedures and practice. Specific assignments are subject to review through regular contact and/or discussions with supervisor, often at the request of the incumbent.

As a FOCAL POINT FOR THE ADMINISTRATIVE FINANCIAL ASPECTS OF SHI the incumbent provides assistance to the SHI Finance Officer in budgetary and financial matters as follows : liaising with the Comptroller's Office in the preparation of the Unit's programme and budget as well as in the preparation of work plans in GSM; in providing guidance and advice to the staff of the Service as regards PTAEOs, state of accounts etc. in initiating committal documents such as Travel Authorizations, Purchase Orders, Personnel Actions, external contracts as per work plan and as required liaising with BOS Management Officers as necessary; checking availability of funds and reviewing/verifying committal documents issued by the Office.

Provides assistance to the Head in PERSONNEL MATTERS as follows: administers personnel contracts, drafts confidential correspondence relating to staff matters on own initiative or on the basis of information received; closely monitors the Head's mail preparing responses and taking action where necessary on own initiative, exercising discretion and maintaining confidentiality; reminders re PMDS performance management forms and leave administration for SHI staff; initiates short-term staff contracts and clears the necessary certificates of attendance; initiates Personnel Actions, Agreements for Performance of Work/Special Services Agreements in GSM as required; drafts post descriptions for recruitment or revision purposes; liaises with BOS HR as regards staff entitlements and administrative arrangements for SHI staff.

Provides assistance to the Head and SHI Governance Officer with regard to GOVERNANCE MECHANISMS, as follows : assists in the organization of the Global Standing Committee (GSC) including preparing/editing background documentation, drafting the report and ensuring follow-up of cases and ensuring that the sharepoint is kept up to date; assists in the organization and conduct of the WHO SHI Global Oversight Committee (GOC) including assisting in the preparation/editing of background documentation for the participants on the Sharepoint site for this purpose, assisting in the preparation of the draft report and in ensuring that follow-up action is taken where necessary including preparing/editing background documentation, drafting the recommendations for the Director-General's approval and ensuring follow-up of cases; Assists in the organization of the SHI Medical Review Committee (MRC), preparation of cases, organization of meetings and ensuring that the Sharepoint is kept up to date.

To perform OTHER RELATED DUTIES as required or instructed including providing support to other areas of work and teams as necessary. As the incumbent has a lead role failure to provide timely information and inadequate briefing would negatively impact on the work of others, cause delays in the performance of work and response to requests and lead to confusion and delays. Undetected errors and delays in correspondence and reports, provision of erroneous or inadequate information and misdirected communication would impede the progress of work, create confusion and waste time, material and financial resource and would reflect negatively on the incumbent, the team and the image of the department and in turn the Organization.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or equivalent. Higher education an advantage. Desirable: Complemented by secretarial andadministrative training with the ability to take notes and draft in English and French, a sound training in the use of a broad range of software such as Word,Outlook, Excel and PowerPoint along with training in the use of GSM and other systems as well as computer literacy and training in the intranet/Internet tool and related software applications.

Experience

Essential: Extensive experience (of at least 8 years) in secretarial/administrative positions including several years' experience insenior secretarial/administrative positions in WHO in order to have an in-depth knowledge of its rules and regulations, procedures and practices. Experience in the organization of WHO meetings. Experience in dealing with personnel issues requiring good inter-personal and communication skills, diplomacy, discretion and respect of confidentiality is essential. Desirable: A desire for the incumbent to keep abreast of changes in WHO organizational structures, the role and mandate of other departments and teams at Headquarters, Regional and Country Offices. The incumbent to keep up-to-date with new/changing SHI procedures and regulationsthrough the study of information notes, manual updates etc. attending, when appropriate, in-house courses or using self-training packages to maintain skills, particularly in the area of modern technologies and attending meetingsto discuss the implications of proposed SHI changes.

Skills

The incumbent controls an ever-increasing workload by revising priorities often on a daily basis and often several times a day. In view of its position and scope of responsibility the role of the post is not always readily accepted or understood by others particularly concerning access to the Head and other staff members and the need to respect administrative rules and procedures. The incumbent uses mature judgement when responding to unusual requests, courtesy when redirecting callers and visitors and diplomacy when drawing attention of the staff to specific rules and procedures.Although services provided are well defined there are instances when atask may take a little longer to perform than anticipated and clients do notreadily understand/accept the time necessary to respond to requests if they have a limited knowledge of rules and procedures. understand/accept the time necessary to respond to requests if they have a limited knowledge of rules and procedures.

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 French. 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 CHF 82,568 (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.