ICT Assistant

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education. More about G-4 contracts.

OBJECTIVES OF THE PROGRAMME

The WHO Centre for Health Development (WHO Kobe Centre-WKC) is a global research centre operating as a department under the WHO Headquarters. WKC conducts research to translate to policies and actions to help countries accelerate the implementation of sustainable health policies. WKC produces and disseminates evidence through WHO and scientific publications, policy and evidence briefs, and other forms of communication. WKC collaborates with researchers, academics, practitioners, and interacts widely across WHO offices in HQ and the regions. Whereas WKC is a global centre, it also has a local role to collaborate and share knowledge among stakeholders in the Kansai region of Japan.

DESCRIPTION OF DUTIES

1. Serves as the WKC's focal point on IT and related issues including hardware installation, software troubleshooting, liaison with IT service desk in the General Service Centre (KL) or the IT Department at HQ, setting up and configuring workstations for new or temporary staff, visitors, interns, consultants etc.
2. Serves as the department focal point for Sitefinity content editing and page creation, to support the regular updates of the WKC Sitefinity CMS
3. Responsible for the functional operationality of the official mobile phones and laptops for WKC staff on mission.
4. Responsible for supporting audio & video-conferencing operations during meetings and events organized by WKC on or off premises. This includes setting up VC equipment for meetings, provide on-off site support to staff organizing video-conferences, provide on-site troubleshooting and liaise with vendors for remote and on-site support when needed, etc.
5. Provides general secretarial and administrative support in relation to IT including typing documents, drafting standard and routine correspondence and documents based on WHO guidelines, preparing unofficial draft translations, assisting in the preparation for the organization and conduct of meetings.
6. Acts as liaison with the administrative personnel of I.H.D. Centre Building with regard to WKC premises.
7. Responsible for the issuance of I.H.D. security cards to staff members, temporary visitors, interns, and consultants and safekeeping of cards officially registered under WKC.
8. Provides clerical services for WKC including answering incoming telephone calls in Japanese or English; receiving messages and forwarding to staff concerned; responding to general enquires, related to general activities of the Centre, research, publishing, job opportunities, etc.
9. Responsible for the reception and welcome of expected visitors with tact and discretion, and for the management of risks in relation to unexpected visitors; receiving deliverables.
10. Acts for other general service staff members during their absences or periods of high activity.

REQUIRED QUALIFICATIONS

Education

Essential:

• Graduation from secondary school or its equivalent technical or commercial school.

Desirable:

• Administrative or IT training.

Experience

Essential:

• Minimum of three years of experience in an administrative/office environment preferably as secretary/clerk, or as an IT assistant.
• Experience in IT (basic knowledge of network and server maintenance) - and ICT equipment management required.

Desirable:

• Familiarity with Video conferencing operations (Zoom, Teams, CISCO)
• Experience working with culturally diverse team
• Experience with the United Nations or other international Organization.

Skills

Required:

• Ability to present clear information in correspondence and documents in both English and Japanese
• Knowledge of local protocol, including of Japanese business written and oral specificities

Desirable:

• Familiar with WHO and/or United Nation as administrative practices and procedures

WHO Competencies

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results
• Knowing and managing yourself

Use of Language Skills

Essential:

• Expert knowledge of English.
• Intermediate knowledge of Japanese.

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 JPY 5,665,000 (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 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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