Associate (Office of WR)

Overview

Provide administrative support to WHO Representative and manage communication effectively.

You have:

• Completion of secondary school education.
• At least eight (8) years of progressive relevant experience in secretarial functions.
• University degree an asset.
• Certificate/diploma training in office management and secretarial practices.
• Expert knowledge of English.
• Expert knowledge of local language (Sinhalese/Tamil).

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.

Salary

The salary for this job should be more than 937 USD.

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.

OBJECTIVES OF THE PROGRAMME

The Strategic Objective is to provide efficient and effective support to WHO Core functions at country level with a particular focus on the Organization's directing and coordinating role for international health as expressed in the Constitution. The objective of the programme is to manage financial, human, and administrative resources in an efficient, effective, results-oriented and transparent manner for carrying out its mission of promoting health, keeping the world safe and serving the vulnerable.

DESCRIPTION OF DUTIES

Under the overall guidance of WHO Representative and direct supervision of Administrative Officer, the incumbent performs the following duties:

1. Prepare correspondence on brief instruction or own initiatives including statistical tables and ensure highest quality and integrity of documents and communications. Review all outgoing letters/memoranda for correct format, channel of communication, content, language, and in conformity with the established procedures before submitting for AO/WR's signature.

2. Collate technical material for WR's participation in WHA, EB, RC, HMM, RD-WRs' Meeting. Coordinate and communicate with SEARO, HQ, MoH, UN Agencies, and diplomatic missions on various issues, follow-up with technical units at frequent intervals on various issues, for example to seek clarification/background information/advice on incoming mails; technical documents related to WR's meetings; feedback/responses to WR's queries.

3. Arranges appointment and maintains the calendar of the WHO Representative, preparation programmes and protocols high-ranking visitors, places and screens telephone calls and answers queries with discretion. Prepare contents related to WR's travels: Documents folder, containing relevant technical/background information, after obtaining from concerned technical staff; Meeting appointments; Briefing Notes / Talking Points.

4. Take notes and prepare brief minutes of action points of all WR's meetings. Coordinate and prepare background documents, as well as make logistical arrangements, for Management Team Meetings and writing the minutes of these meetings; similarly facilitate.

5. Assists WR and AO on administrative and logistical matters pertaining to visits of senior WHO officials (DG, RD, DPM and Directors/Coordinators) to WCO. Assists AO on protocol matters, for such visits and arranges meeting with high-ranking officials as required; assists WR in the organization of official social functions. Liaises with other staff concerning official transportation in connection with these visits and books VIP rooms, performs other duties as required for these and other occasions.

6. Researches and attaches the necessary background information to correspondence for WR, maintains a follow-up system and is responsible for maintaining the files containing this correspondence within the WHO Registry file system. Creates and maintains list of names of addresses, telephone numbers of Government Officials, Members of the diplomatic missions, Donor etc.

7. Coordinate compilation of technical documents requested of and provided by professional staff, other Departments or Programmes or the Regional Director (RD) to ensure they are logically compiled, formatted and assembled to facilitate the work of the WR.

8. In close collaboration with the Registry Clerk create and/or maintain the WR-Offices document filing; continual review of filing system to ensure information is up to date and effectively and efficiently used.

9. Manage fleet of WCO vehicles including proper updated records of vehicles, logbooks, monitor movement of vehicles, consumption of fuel etc. through TrackPoint, ensure safety and security, assigning driving duties for staff and participants, coordinate and evaluate driving hours and overtime performances of drivers for field trip, preparing duty roster and overtime for both drivers as well as the utilities of the office vehicles.

10. Update and maintain data base for Warden system, Security Risk Management Measure (SRRM) compliance self-assessment template, WHO country presence portal for infrastructure, etc. Assist in coordination with UNDSS and field offices for safety & security and Occupational Health & Safety (OHS) related matters. Support team in assessment of WHO premises towards MOSS compliance. Attend security related meetings/trainings conducted by UNDSS, SEARO and other stakeholders. Assist in planning and implementation of training on security matters and coordinate with UNDSS/external stakeholders. Prepare briefing points and reports on security related issues and high-risk areas.

11. Arrange, coordinate and lead administrative preparation for WCO and regional meetings, seminars, workshops, planned to be conducted in Sri Lanka with the assistance of other Team Assistants, including: preparing event plans in Global Management System (GSM)/Oracle, letters of invitation, cost estimates and travel requests; assisting with preparation of documents; dispatching of materials and liaising with participants, hotels, event management company and others involved. Liaise with other UN agencies for arrangements on meetings to be attended by the Head of the WCO. Organize government clearance, and prepares detailed programs and schedules for official visitors to WCO. Prepare presentations to be given by the WR, using PowerPoint and other software packages on own initiative or on the basis of instructions.

12. Perform other duties as assigned by the WR/AO including work of other staff in their absence.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education. Desirable: University degree an asset. Certificate/diploma training in office management and secretarial practices

Experience

Essential: At least eight (8) years of progressive relevant experience in secretarial functions. Desirable: Relevant working experience in WHO or other UN agencies

Skills

• Good written and verbal communications skills with an ability to take notes during meetings/discussions and draft correspondences independently;
• Ability to carry out a wide variety of administrative tasks, meet deadlines and cope with work pressure;
• Good knowledge of WHO protocol and diplomacy; Ability to maintain good working relationships with Government Officials and staff of external agencies;
• Thorough knowledge of WHO Rules, Regulations and Administrative Procedures, organizational structure of technical and special programme units;
• Ability to maintain and update knowledge in the use of office technology through in-house courses, on-the-job training and/or self-training.

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 local language (Sinhalese/Tamil).

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 LKR 3,776,914 (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 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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Potential interview questions