Assistant To Team

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WHO - World Health Organization

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Application deadline 2 years ago: Thursday 27 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 WHO Budapest Centre (the “Centre”), is a Headquarters office under the Business Operations Division. The Centre houses two independent teams: the HPJ Administrative Law sub-unit and the Global Board of Appeal. Within the Business Operations Division and the Human Resources and Talent Management Department, the Human Resources Policy and Administration of Justice unit (HPJ) is responsible for the development of WHO's human resource management policies reflecting organizational needs and best practice. HPJ also provides advisory services to the Organization, with a view to ensuring consistent and equitable policy application. In the immediate area of work, the sub-unit provides legal advice in support of legally sound, fair and effective human resources management across all three levels of the Organization, particularly with respect to the Administration's position and responses to requests for administrative review and appeals before the Global Board of Appeal, and in the development and application of human resources policies, processes and statutory provisions. The Global Board of Appeal is a peer-review body, situated within the Director-General's Office, which offers a formal venue for WHO staff members to appeal against final administrative decisions or actions affecting their appointment status.

DESCRIPTION OF DUTIES

GENERAL - Receive visitors and telephone calls with tact and discretion, and acts 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 instructions; finalize correspondence/reports for signature/clearance. - Verify that outgoing correspondence is presented in accordance with WHO and department styles and checking 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, editing and correcting 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), Technical Services Agreements (TSA), and General External Services requests (GES). - 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 - Assists in the monitoring and progress review of projects and tasks in the GSM/Oracle work plan. - Provides team members with timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required. - Monitors income and expenditures for planning purposes. - Promptly follows-up on financial, budgetary and any outstanding issues concerning the team/department, including ensuring timely processing of committal documents. - Assists 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 informationfrom 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, costs 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 need; taking and preparation of 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. Desirable:

Experience

Essential: At least 5 years of relevant experience. Desirable: Relevant experience in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.

Skills

The incumbent maintains and updates proficiency in the use of modern office technology through of in-house courses, on-the-job training or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief others and explain procedures.

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.

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 HUF 5,543,000 (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 2 years ago - Updated 2 years ago - Source: who.int