Assistant To Assistant Director-General
Provide administrative support to the Assistant Director-General
This opening expired 3 years ago.
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Overview
Provide administrative support to the Assistant Director-General
You have:
- Completion of secondary school education or equivalent commercial school.
- A minimum of 8 years of experience in secretarial or administrative positions, preferably with several years experience in a more senior secretarial/administrative position in WHO or other UN organization.
- Expert knowledge of English.
- Expert knowledge of German.
- Sound knowledge of WHO administrative rules, regulations, procedures and practices, and of its structure is highly desirable.
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. More about G-6 contracts.
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OBJECTIVES OF THE PROGRAMME
The WHO Hub for Pandemic and Epidemic Intelligence is a new office of WHO, located in Berlin. It will work with partners to enable the generation of public health relevant information to provide into timely actionable insights in response to health emergencies; improve decision making in response to public health threats. It also aims to reduce data fragmentation and in efficiency by: creating an ecosystem that promotes collaboration across multiple professional disciplines, sectors, and initiatives; and empower decision makers, public health professionals, and civil society to make informed public health decisions.
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DESCRIPTION OF DUTIES
1. Ensure smooth running of the EXD/ADG Office in close collaboration with other administrative staff in the Division through the efficient provision of secretarial and administrative support to the EXD/ADGO.
2. Draft general or administrative correspondence on own initiative for the EXD/ADG's signature and more technical correspondence according to instructions given by the EXD/ADG, ensuring that correspondence/documents submitted for the EXD/ADG's clearance/signature are prepared according to WHO rules, practices and procedures, redrafting/correcting and returning to departments/programmes for action as necessary.
3. Analyse incoming matters in the light of background material, instructions, policies and precedents; research and attach background documentation in anticipation of EXD/ADG's questions and information needs.
4. Coordinate presentations to EXD/ADG of all documents requested of and provided by departments/programmes under his/her responsibility by ensuring that all such documents are logically complied, formatted and assembled in a manner which facilitates the work of the EXD/ADG.
5. Create, maintain, update and monitor access to specific EXD/ADG's files and reference system, ensuring accurate and appropriate filing of confidential and sensitive information.
6. Screen and receive visitors/telephone calls with tact and discretion, make appointments, redirect visitors/callers asnecessary; provide background information concerning purpose of appointments with official visitors and/or staff members; re-arrange schedules disrupted by unexpected events.
7. Manage smooth operation of EXD/ADG's daily agenda, arranging visits with Permanent Missions, high-level dignitaries and delegations from other UN agencies and/or WHO Partners etc. observing appropriate protocol and exercising tact and discretion; contact Division programmes to obtaining formation and/or request preparation of speeches, briefings etc.
8. Coordinate support services for conferences and meetings, monitoring progress of required documentation/information, and coordinating related logistic requirements.
9. For internal meetings organized by the EXD/ADG, prepare agenda and list of participants, ensure that documentation and briefing files are prepared in due time, and attend meetings to take notes and prepare minutes when required.
10. Ensure necessary administrative arrangements and briefings for staff and non-staff ( i.e. consultants, APWs, etc) assigned to the EXD/ADG' office and -as required- initiate related actions through GSM.
11. Manage and organize all duty travels for the EXD/ADG and staff assigned to his/her office.
12. For Governing Bodies meetings, monitor preparation and ensure timely and accurate submission to Governing Bodies of specific documents tabled for EB and WHA discussions and resulting Resolutions, liaising with Departments/Teams, Governing Bodies and Permanent Missions, as requested; compile comprehensive files and background documentation, highlighting main points.
13. Other related duties as may beassigned by the EXD/ADG.
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REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary school education or equivalent commercial school. Desirable: Higher education an advantage.
Experience
Essential:
1. A minimum of 8 years of experience in secretarial or administrative positions, preferably with several years experience in a more senior secretarial/administrative position in WHO or other UN organization.
2. Human relationships are a most important feature of this post in view of the delicacy and scope of the activities of the office of the EXD/ADG.
3. Incumbent must have the ability to exercise discretion at all times in judging the importance, urgency and confidential nature of matters/problems, and tact indealing with persons of all nationalities.
Desirable: Sound knowledge of WHO administrative rules, regulations, procedures and practices, and of its structure is highly desirable.
Skills
The incumbent works with substantial independence. The EXD/ADG determines the objectives to be achieved and the priorities. The incumbent then plans and carries out the work on his/her own initiative,in conformity with rules and regulations, and/or provides solutions for cases that require special processing, reporting regularly to the EXD/ADG andbringing special issues to his/her attention.
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 German. 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 EUR 44,581 (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.
Potential interview questions
| Can you describe a time when you had to manage conflicting priorities? | This question assesses your ability to handle multiple tasks and manage time effectively. | Provide a specific example showing how you organized tasks and maintained quality under pressure. |
| How do you ensure confidentiality in your work? | This question looks for your understanding of confidentiality in an administrative role. | Pro members can see the explanation. |
| Describe your experience working with diverse teams. | Pro members can see the explanation. | Pro members can see the explanation. |
Added 3 years ago
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Updated 1 year ago
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Source:
who.int
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