Assistant To Team

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WHO - World Health Organization

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Application deadline 1 year ago: Tuesday 11 May 2021 at 21:59 UTC

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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 World Health Organization's Academy (‘The Academy') is a new state-of-the-art learning institution that aims to revolutionize lifelong learning for health impact and reach million learners around the world. Based in Lyon, France, the Academy hub will offer a blend of learning modalities; digital, in-person learning via the hub in Lyon or through the campus network, as well as ‘portable learning labs' designed for contexts where participants cannot travel or access the digital learning platform. The Academy is an integral part of the WHO under the management authority of the Director-General. The overall goal of the Academy is to advance the learning and human development component of WHO's General Programme of Work (GPW) and health sustainable development goals.

More specifically the Academy will:

  • Enhance the competencies of millions of people through cutting-edge digital learning and hybrid learning, including leaders, practitioners, catalysts and lay people.
  • Transition the WHO to a learning organization and strengthen the competencies of over 7,000 staff to advance the WHO priorities and goals.
  • Improve the effectiveness, efficiency and impact of lifelong learning supported by WHO across three-levels of the organization.

The WHO Academy will deliver advanced digital and in-person learning to WHO workforce, health policy practitioners, health workers and other individuals. The Academy will be officially launched in May 2021 as a globally accessible school for the future which combines the latest technologies in digital and remote learning with advancements in adult learning science to offer innovative, personalised and multilingual learning that meets priority needs.

DESCRIPTION OF DUTIES

GENERAL

  • Receive visitors and answer telephone calls with tact and discretion, and act according to the nature and urgency of each, including redirecting as appropriate.
  • Provide background information for appointments with official visitors and/or staff members.
  • Monitor requests for goods and services, including receipt, payment and inventory requirements.

CORRESPONDENCE

  • Draft general or administrative correspondence on own initiative or on the basis of instruction; finalize correspondence/reports for signature/clearance.
  • Verify outgoing correspondence is presented in accordance with WHO and Academy style, and check language, grammar and accuracy prior to submitting for signature and clearance.
  • Analyze incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of the responsible officer's needs, or redirecting them as appropriate; identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items.
  • Ensure that technical reports and documents are in line with WHO standards, rules, practices and procedures, edit and correct them as necessary prior to their submission for signature or clearance of relevant authority.
  • Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.

HUMAN RESOURCES

  • Ensure the timely appointment/renewal of contracts, initiating requests for temporary and fixed-term staff in the HR Action Plan.

PROCUREMENT

  • Initiate, through Oracle/GSM procurement module, contracts for consultants, Agreements for Performance of Work (APW), and other contract modalities.
  • Monitor and record receipt of deliverables and initiate and monitor payments as needed.
  • Initiate, through Oracle/GSM procurement module, requisitions for goods procurement, and monitor and receipt of deliverables.

BUDGET & FINANCE

  • Assist in the monitoring and progress review of projects and tasks in the GSM/Oracle work plan.
  • Provide team members with timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required.
  • Monitor income and expenditure for planning purposes.
  • Promptly follow-up on financial, budgetary and any outstanding issues concerning the team/department, including ensuring timely processing of committal documents.
  • Assist in the preparation of financial and technical progress reports to donors.

INFORMATION MANAGEMENT

  • In close collaboration with other support staff, create and/or maintain filing systems; continual review of filing system to ensure information is up to date and effectively and efficiently used.
  • Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.

MEETING ADMINISTRATION

  • Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including letters of invitation, cost calculation and travel requests; assisting with preparation of documents, dispatching of materials and liaising with participants and others involved.
  • Prepare presentations using PowerPoint and other software packages on own initiative, or on the basis of instructions.
  • Schedule weekly team and ad hoc meetings, according to schedules and requirements; take and prepare meeting minutes.
  • Obtain briefing and background materials for meetings, seminars, workshops etc. to be attended by the team's professional staff, checking their availability and ensuring they have the appropriate briefing files and documents.

TRAVEL

  • Using GSM/Oracle, prepare travel requests for official WHO travel.
  • Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.

OTHER DUTIES

  • Perform other related duties as required or instructed, including providing support to other areas of work.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or equivalent

Experience

Essential: A minimum of 5 years of experience in secretarial or administrative positions. Desirable: Relevant experience in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.

Skills

Strong skills to work independently. Strong organization and office skills, as well as skills in note taking and minute writing. Sound knowledge and skills using a variety of office and computer packages. Sound knowledge of WHO and/or UN administrative rules and regulations, procedures and practices. Ability to multitask and work under pressure. Ability to exercise discretion at all times in judging the importance, urgency and confidential nature various issues and tact when dealing with staff and external partners.

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: The above language requirements are interchangeable.

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 41,863 (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's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.

  • 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.

Added 1 year ago - Updated 1 year ago - Source: who.int