Developmental assignment - Admin and Communication Assistant

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.

This opportunity is open to WHO staff members who hold continuing and fixed-term appointments in all staff categories, and who have served at least two years in their current position, as specified in the Policy on STDAs.

SUPERVISOR'S APPROVAL IS MANDATORY FOR YOUR APPLICATION TO BE CONSIDERED

Please send the completed approval form to [email protected] (for assignments published in Geneva), and to the regional HR focal points for all other requisitions, prior to the requisition closing date.

DESCRIPTION OF DUTIES

The main responsibilities related to the development assignment are as follows:

1. Provide full administrative support including drafting routine and non-routine correspondences in line with WHO style guide; reviewing and dispatching of correspondence, reports, documents, etc.; independently compose and finalize correspondence of administrative nature and draft interim replies; draft presentations as guided by professional staff.

2. Receive, screen and log all incoming correspondence; search for information and attach background; provide unofficial translation, if needed; take minutes of meetings and follow up on action points; update and maintain unit filing system and databases (paper-based and electronic).

3. Follow up on the implementation of programme activities and ensure the timely submission of the team’s contributions; respond to and act on telephone enquiries, assess the urgency of programme matters and refer them to appropriate team members for action; inform and remind them of deadlines; and provide supporting material as appropriate.

4. Organize the travel of concerned team members, including raising travel requests (TRs) in the General Management System (GSM), security clearance, finalizing travel itineraries and hotel bookings etc., and following up and maintaining records on the submission of travel claims (TCs) and duty travel reports.

5. Provide full administrative support to the unit’s meetings; draft rationale and plan (including approximate costs) for these meetings; compile and process all necessary documentation; liaise with participants, issue TRs, effect payments, follow up on travel claims and complete logistical and financial arrangements.

6. Using GSM, carry out the function of project administrator; entering unit workplans, monitoring availability of funds and financial expenditures according to the approved workplan; initiating expenditure batches, and liaising and coordinating with country offices on the implementation of the workplan related to the concerned programme.

7. Initiate, process and close different transactions in GSM and the workflow system, including procurement of goods and services; completing necessary forms and checking obtained materials for completeness; preparing documents and obtaining approvals and clearances for non-staff contracts including APWs, GESs, consultancies, UNV assignments and other modalities; and following up with concerned parties on the receipt of deliverables and finalization of payments.

8. Maintain tools for collaboration and coordination used by the web, media and social media sub-teams on SharePoint through the shared events calendar, tracking sheets and filing/archiving systems; streamline communication and follow-up with technical units and country offices to ensure that all the sub-teams are informed of common activities and requests.

9. Collaborate with relevant communication and technical focal points in EMRO departments and WCOs to ensure the timely and consistent submission of content for website updates, social media posts, communications campaigns and health days as registered in the events calendar.

10. Assist in reviewing updates on web, media and social media channels and platforms; assist in compiling and consolidating media monitoring and social listening reports using standard communication templates; and assist in screening/filtering audience queries coming through the different channels and platforms.

SUPERVISOR DURING THE ASSIGNMENT

Mr Tamer El-Maghraby, Web and Media manager, Programme for CRP/SCH

PERCENTAGE OF WORKING TIME

100%

LANGUAGE SKILLS

Essential: English and Arabic

Desirable: French

SKILLS

REMUNERATION

Your current contractual arrangements and benefits will not be affected. If your developmental assignment involves a short-term move to another duty station, you will receive the hotel component of the first 60 days DSA rate of the duty station where you will be temporarily based throughout the entire assignment. Travel costs in economy class will be covered.

EXPECTED BENEFITS

Benefits expected for the receiving office:

There is already an approved G5 position for Admin and Communication Assistant in the organigram of Communication Channels and Platforms team within CRP/SCH. While establishment of the function may take some time, this STDA will boost the limited capacity currently available and extend support to handle a number of ongoing projects including web updates and migration, media events as well as the upcoming Regional Committee.

Benefits expected for the staff member:

This STDA is designed to provide a learning opportunity for the incumbent in these areas of work while also gaining experience about the work of the communication teams, their admin needs and their collaboration with other departments and offices. These include:

• work on GSM as related to different transactions, including procurement processes and contracts
• draft routine and non-routine correspondence on own initiative or on the basis of instructions in line with WHO style guide
• track sheets and shared events calendar as tools for collaboration and coordination
• work related to web, media and social media channels and platforms