Assistant To Director

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 programme envisions a region where all health-related policies, decisions on healthcare development and implementation, and innovations are informed by best available evidence from verifiable knowledge, research and reliable information. The programme's mission is to strengthen the capacity of Member States to improve availability, quality and use of evidence from reliable information, research and other sources of knowledge, and to enhance effective innovations toward Universal Health Coverage and health related Sustainable Development Goals.

DESCRIPTION OF DUTIES

1. Arrange appointments and maintain the Director's calendar of meetings. Receive visitors and respond to telephone enquiries with tact and discretion, assessing their urgency, obtaining/providing information and/or referring them to appropriate staff for reply.2. Draft routine correspondence, type documents and reports, some of which are highly confidential, prepare tables, graphs and PowerPoint presentations, arrange for departmental meetings, take minutes and provide informal translation, when required.3. Organize travels of the Director; this includes raising travel requests in the Global Management System (GSM), requesting itineraries, obtaining visas, arranging hotel bookings, requesting security clearance, etc., and following up/keeping records on the submission of the Director's duty travel reports.4. Maintain and update the Director's filing system, list of contacts, technical records and reference material (paper based & electronic), make searches for information and provide background, as required. 5. Administer the attendance system and GSM absence dashboard for the department including:- verifying leaves claimed in GSM against the records of the Time and Attendance system, alert staff in case of any discrepancy and inform supervisors of excess leaves/absence;- submitting leave requests on behalf of absent staff members, and following up with staff to ensure confirmation of leaves in GSM;- responding to staff queries related to leave system and coordinating with Global Service Centre (GSC) and Human Resources (HR) to solve any related issues.6. Compile divisional briefing material requested for World Health Assembly (WHA), Executive Board (EB), and Regional Director's annual report, etc., compile materials for use in briefings, meetings or discussions by the Director.7. Provide accurate information to the office of the Director Programme Management (DPM) for the bi-monthly list of arrivals and departures based on information compiled from department units.8. Act as focal point for all departmental publications, ensure correct submissions to the Publications Committee and follow up closely with concerned units for timely production and distribution of publications. 9. Process departmental telecommunication expenses.10. Replace other administrative staff in the department, and perform other relevant duties within their scope of responsibility as required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary education supplemented by secretarial training. Desirable: University degree in business administration, social sciences or related field an asset

Experience

Essential: At least five years progressive secretarial/administrative experience. Desirable: Related experience in UN or international organizations

Skills

- Good drafting skills.- Ability to maintain good working relationships with clients and stakeholders.- Very good time management and stress management skills.- Thorough knowledge of WHO rules, manuals, procedures, practice and WHO Style Guide, as applicable to the administrative level an asset.

WHO Competencies

Teamwork Respecting and promoting individual and cultural differences Communication Producing results Moving forward in a changing environment

Other Considerations (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.)

- Very good knowledge of Microsoft Office applications.

- Demonstrated ability to operate Enterprise Resource Planning (ERP)/Oracle systems an asset.

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Arabic. 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 EGP 306,297 (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
• Interested candidates are strongly encouraged to apply on-line through Stellis. For assessment of your application, please ensure that: 1 -Your profile on Stellis is properly completed and updated. 2- All required details regarding your qualifications, education, training and experience are provided under relevant sections. 3- Your experience records are properly entered with elaboration on tasks performed at the time.

• Enhanced WHO Global Competency Model: https://www.who.int/publications/m/item/enhanced-who-global-competency-model

• Only candidates under serious consideration will be contacted.

• A written test and/or an asynchronous video assessment 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.

• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.

The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (

https://www.who.int/careers/diversity-equity-and-inclusion

) are strongly encouraged to apply. Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to

reasonableaccommodation@who.int

• An impeccable record for integrity and professional ethical standards is essential. 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.

• For information on WHO's operations please visit: http://www.who.int.

• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.

• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.

• Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at [email protected].

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

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