Assistant (Programme)

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.

Salary

The salary for this job should be more than 1,397 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 Disease Control and Health Emergency Team aims to i) achieve the control of communicable diseases by delivery of technical support that target the reduction of the morbidity and mortality of such diseases through surveillance, monitoring and evaluation; consistent efforts to provide access to the highest levels of prevention, treatment and care; and a comprehensive approach to advocacy, communication and involvement that results in the committed partnership of all stakeholders and ii) strengthen national capacity to reduce the level of risk and degree of impact of health emergencies, such as outbreaks of epidemic-prone disease, food safety incidents as well as natural and man-made disasters, through programmes that lead to improved preparedness, surveillance, prevention and response.

DESCRIPTION OF DUTIES

Under the direct supervision of the Team Coordinator and the guidance of the HWO in Viet Nam, the incumbent will perform the following duties:

1. Provides administrative and programme support to the Team Coordinator in programme planning, implementation, monitoring/reporting and evaluation; and in award management including the use of Contributor Engagement Management (CEM) System;

2. Coordinates the work of and provides administrative guidance to secretaries for units within the team;

3. Initiates administrative actions related to programme issues, finance, goods and services procurements and payments, supplies, staff travel, project agreements, including using the Global Management System;

4. Maintains and updates expenditure records; prepares reports as and when required; maintains appropriate follow-up systems;

5. Arranges appointments and maintains supervisor's calendar, provides administrative support to and receives visitors, places and screens telephone calls and answers queries with discretion;

6. Screens incoming correspondence, documents and reports and routes to the supervisor with full background materials, ensures their distribution and follows up on deadlines;

7. Undertakes searches, compiles and maintains information relevant to the programme and monitors project's implementation; provides support to create and manage a shared e-record filing point;

8. Takes/transcribes nontechnical and technical correspondence, reports, etc. from dictation, tapes and manuscripts, using word-processing equipment, ensuring grammatical accuracy, conformity with procedural instructions and format; drafts correspondence on routine matters on own initiative or from briefing instructions, takes notes at meetings as a basis for minutes and assists in providing interpretation as and when required;

9. Provides administrative support to organize physical/virtual workshops, meetings and training courses, including preparations of related folders; manages flexible working arrangement and leaves;

10. Performs related duties as required.

REQUIRED QUALIFICATIONS

Education

Essential: Equivalent to graduation from secondary school with thorough training in secretarial/administrative duties. Desirable: Additional training in management and administration, an advantage.

Experience

Essential: Five years of experience in secretarial / administrative posts, including assistance to programme implementation and management. Desirable: Experience in UN Organization is desirable.

Skills

Knowledge of office procedures and ability to acquire knowledge of WHO procedures, rules and regulations; good interpersonal and communication skills, tact, diplomacy and versatility; ability to prepare substantive correspondence, reports and documentation; ability to analyse and interpret source documentation and data; ability to draft correspondence, summary of meetings and notes for the record; typing skill and ability to take dictation at required speed; ability to discern routine from nonroutine; good computer skills and ability to adapt to various software applications; ability to work harmoniously as a member of a team, adapt to diverse educational and cultural backgrounds and maintain a high standard of personal conduct; ability to adapt and use online meeting platforms such as Microsoft Team, Zoom, Google Meet, etc.

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 ; Expert knowledge of Vietnamese.

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 USD 16,327 (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.