Assistant To Team

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WHO - World Health Organization

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Application deadline 2 years ago: Wednesday 21 Jul 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.

Salary

The salary for this job should be more than 962 USD.

Salary for a G-5 contract in Kuala Lumpur

The salary of a G-5 depends on the duty station. The minimum salary there is 4,554 MYR (~962 USD) Please note that depending on the location, a higher post adjustment might still result in a lower purchasing power.

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.

More about G-5 contracts.

OBJECTIVES OF THE PROGRAMME

The department of Information Management and Technology has an operational and strategic role. On the one hand, the department provides relevant, quality, reliable, and cost-effective IT services in order for the Organization to achieve its health mandate. On the other hand, it aims to be a strategic enabler for WHO by creating partnerships with business units (administrative and health technical), capturing business needs, establishing and managing projects to address these requirements. The Chief Technology Office sets the overall technology direction to deliver the Information Management and Technology strategy and meet the needs of the Organization. It provides services and underlying technology platforms for digital workplace and enterprise information systems through the following teams:

i. Application and Information Management: Manages enterprise applications, platforms and the development of information systems that support the digital transformation;

ii. Architecture and Infrastructure: help sets the overall technology architecture and standards and manages technology infrastructure foundation;

iii. Workplace and Collaboration Services: Manages technology platforms and services for a digital workplace, including tools for end-users and collaboration services;

iv. Operations and User Support: Support and operates IT services and technology platforms; supports users for issues and requests related to IT services and corporate business processes.

DESCRIPTION OF DUTIES

The incumbent works on the basis of general instructions, own experience and precedents, following WHO or department-specific procedures and practices, rules and regulations, to ensure smooth work flow in the assigned area of work. The incumbent is encouraged to seek guidance for unusual issues. Most of the work is controlled for correctness and appropriateness by the incumbent. Work is reviewed on an ad hoc basis by supervisors for meeting expectations and overall quality; correspondence is signed or cleared by originator. Specific assignments are checked by the originator and/or the Assistant to the Team/Director. The incumbent is relied upon to brief colleagues on WHO and Department specific administrative procedures and practices.

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 document 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 modules, contracts for consultants, Agreement 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 payment as needed.

- Initiate, through Oracle/GSM procurement module, requisitions for goods procurement, and monitor and receipt of deliverables.

BUDGET AND FINANCE:

- Assist in the monitoring and progress review of projects and tasks in the GSM/Oracle work plan.

- Provides team members with timely information on projects 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.

- 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, costs calculations 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 all other 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:

- Secretarial training which provide a sound grounding, preferably in an international organization.

Experience

Essential:

- A minimum of 5 years experience in secretarial or administrative positions.

- 4 years with a first level university degree or

- 3 years with an advanced university degree.

Desirable:

- Relevant experience in WHO or another UN agency.

- Experience in Oracle based or other ERP applications 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.

- The ability to multitask and work under pressure.

- The 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

  1. Teamwork
  2. Respecting and promoting individual and cultural differences
  3. Communication
  4. Producing results
  5. Knowing and managing yourself

Use of Language Skills

Essential:

- Expert knowledge of English. Desirable:

- Beginners 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 MYR 50,770 (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 including those of a temporary nature.

  • 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'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