General Service Roster for Temporary Team Assistant/Executive Assistant Positions Grade G4 and G5

Contract

This is a Multiple grade levels contract. More about Multiple grade levels contracts.

Purpose of the Position

The incumbent provides secretarial and administrative support related to human resources, procurement, budget and finance, information management, meeting administration and travel arrangements, etc. the WHO Health Emergencies Programme (WHE), WHO-SEARO.

Objectives of the Programme and the immediate Strategic Objective

The mission of WHO’s Health Emergencies Programme is to build the capacity of Member States in South- East Asia Region to manage health emergency risks and, when national capacities are overwhelmed, to lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery to affected populations.

Organizational context

The incumbent provides secretarial and administrative support related to human resources, procurement, budget and finance, information management, meeting administration and travel arrangements, etc. the WHO Health Emergencies Programme (WHE), WHO-SEARO.

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 unit/team. Duties require ongoing contact with a broad range of staff at all levels, ensuring that briefing and meeting background information and documents are obtained from various sources, for the Unit Head and other senior staff to be fully prepared in advance, including highlighting issues relevant to the Programme. S/he is encouraged to seek guidance for unusual issues. Most of the work is controlled for correctness and appropriateness by the incumbent, and reviewed on an ad hoc basis by supervisor or originator for meeting expectations and overall quality; correspondence is signed or cleared by originator. The incumbent is relied upon to brief colleagues on WHO and Department specific administrative procedure and practices.

Summary of Assigned Duties

Under the direct supervision of 1st level supervisor, and broad guidance of Director, WHE, and in collaboration with the Administration team, the incumbent provides support in the following areas:

1. Review/screen incoming correspondence and ensure routing to responsible officer, attaching background documents and highlighting areas requiring action; draft replies on general and administrative matters; ensure outgoing correspondence and reports conform to WHO standards; develop tracking tools to follow up target dates and deadlines
2. Assist in initiating and monitoring, using ERP programme and other softwares, prepare contracts for Consultants including initiating Stellis requisitions, Agreements for Performance of Work (APW)
3. Initiate requisitions for goods procurement and record receipt of deliverables
4. Assist / coordinate in preparing letters of invitation, cost estimates, preparing travel requests, flight and hotel reservations, security clearances for official travel, ensure logistic arrangements for smooth conduct of the meetings/workshops in the office and outside venues
5. Schedule unit meetings and prepare minutes.
6. Assist in preparation of financial obligation documents, ensuring availability of funds, and monitoring of budgetary implementation and workplans.
7. Obtain briefing and prepare background materials for meetings, seminars, workshops, etc., and ensure complete documentation is provided to the unit staff attending the meeting
8. Maintain and organize electronic filing/documentation of the Unit/Department.
9. Perform other related duties as assigned, including replacing and backstopping for others as required.

Education Qualifications

Essential: Completion of secondary school education.

Desirable: Training in secretarial practices. University degree is an asset.

Experience

Essential:

For G.4, at least 3 years’ of relevant experience , and;

For G.5, at least 5 years’ of relevant experience in secretarial/clerical/administrative work

Desirable: Experience in WHO or in another UN/International organization would be an advantage

WHO Competencies

1. Teamwork
2. Respecting and promoting individual and cultural differences
3. Communication
4. Producing results
5. Moving forward in changing environment

Functional Knowledge and Skills

1. Thorough knowledge of modern office procedures and practices.
2. Ability to draft standard correspondence;
3. Ability to handle work in a timely and accurate manner with tact and discretion, as required.
4. Ability to maintain and update knowledge in the use of office technology through in-house courses, on-the-job training and/or self-training

Other skills (eg. IT):

Work is performed in normal working environment. Proficiency in the use of modern office software packages such as MS Office (Word, Excel, PowerPoint, Outlook etc.) and standard office equipment.

Language

Expert knowledge of English language.

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.
• 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.
• For information on WHO's operations please visit: http://www.who.int.
• 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 for WHO jobs.
• 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.
• 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.
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