Assistant (Office Services)

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education.

Salary

The salary for this job should be more than 3,732 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 role of the Division of Business Operations (BOS) ensures the productivity and transparency of the technical programmes and the implementation of the EPW. BOS oversees budgetary and financial accountability with a risk-based approach to support the management of entrusted resources with close attention to value-for-money principles. BOS implements projects to improve EURO's productivity and ensure financial sustainability of the region's structures; develop a client-oriented culture among the enabling services; strengthen Country Office capacities; and drive strategic initiatives to enhance staff motivation and productivity. BOS strives to strengthen the capacity of the Regional Office to react in an agile way to external and internal changes.

The purpose of the Administrative Services and Conferences (ASC) unit is to deliver efficient, cost-effective and responsive support through a service-oriented approach for the day-to-day operations of EURO. Responsibilities include: Infrastructure - premises & facilities, office space, asset management; Logistics - travel, transport, mail & shipment, conferences, printing, records; Administrative services - office supplies, records, privileges, etc.; and security.

DESCRIPTION OF DUTIES

As part of the Administrative Services and Conference Unit team, thei ncumbent performs a variety of administrative and logistical services in support of the activities of the unit.

Key duties:

1. Conference support:

a. performs a number of administrative and logistical duties relating to the coordination of conferences taking place in the auditoriums, press room and VIP rooms of the UN City;

b. coordinates the necessary technical and logistical support, ensuring the desired room layouts and any other logistic issues arising thereby;

c. handles access badges, catering, hospitality arrangements and hotel bookings for any external partners;

d. advises WHO/EURO and other UN agencies staff in UN City on internal procedures and guidelines regarding meetings held in UNCity;

e. overviews and approves bookings in UN City meeting booking system for rooms administered by WHO/EURO;

f. keeps an updated list of hotels in Copenhagen with whom WHO has a contract and performs periodic visits to ensure that security and general quality is in accordance with WHO's expectations;

g. keeps an updated list of assets belonging to the conference team.

2. Administrative support:

a. prepares purchase orders to cover running and maintenance expenses as well as for items and services needed;

b. supports supervisor in keeping an overview of financial resources by running ad hoc checks in GSM;

c. checks the postmaster inbox and refers any relevant emails to the respective units within WHO/EURO and replies to routine requests;

d. initiates action to process or follow up oncorrespondence, documentation and forms. Creates background files and compiles reference material as appropriate. Maintains the ASC filing system and other repositories;

e. responsible for the purchases of stationery and miscellaneous office supplies, acting as liaison between suppliers and WHO regarding establishment of accounts for staff and any other relevant issues.

3. Perform other duties as requested by supervisor or the ASO.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school or equivalent. Desirable: Relevant higher education from an accredited institution.

Experience

Essential: At least 3 years of progressively responsible experience in secretarial /administrative field. Desirable: Experience in an international environment or institution. Relevant experience in WHO or in the UN.

Skills

Proficiency in the use of standard office computer software, note taking and operation ofcomputerized systems and databases. Ability to identify and manage one's own emotions, as well as helping others to do the same.

WHO Competencies

Teamwork Respecting and promoting individual and cultural differences Communication Knowing and managing yourself Producing results

Use of Language Skills

Essential: Expert knowledge of English. Desirable: Intermediate knowledge of French, Russian, German.

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 DKK 285,704 (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.