Office Assistant

Overview

Provide administrative and secretarial support in the office.

You have:

• Completion of secondary education is essential.
• Training in secretarial practices is desirable.
• At least 2 years of experience in secretarial/clerical/administrative work is essential.
• Experience in WHO or another UN/International organization is desirable.
• Expert knowledge of English is essential.
• Intermediate knowledge of local language is essential.

Contract

This is a G-3 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 3 years of experience, depending on education.

Salary

The salary for this job should be more than 521 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

Under the direct supervision of NPO Administration and overall guidance from WHO Representative, the incumbent will perform support functions in close collaboration with the technical units.

DESCRIPTION OF DUTIES

Under the direct supervision of NPO Administration and broad guidance of the WHO Representative, the incumbent provides office and secretarial support as follows:

1. Type correspondence, format documents, tables and reports from plain and corrected copies, forms, handwritten or rough drafts and printed matter, ensuring conformity with WHO standards; maintain correspondence logs, files and simple office records;

2. Assist unit/department in the organization of meetings, workshops, seminars, etc., photocopying documents, preparing briefing /meeting files, including labels and dividers, collecting documentation from various sources and provide back-up to colleagues;

3. Assist in preparing travel authorizations, flight and hotel reservations, APWs and procurement documents;

4. Obtain documents and information from within or outside the department based on instructions and disseminate as required;

5. Assist in maintaining reports, presentations, documents and other materials related to meetings, seminars, workshops and other areas of work and prepare list to facilitate searches and maintain a comprehensive filing system in collaboration with colleagues in the unit/department;

6. Answer telephone calls, responding to routine queries and/or reroute as appropriate; and

7. Perform other related duties as required, including providing secretarial support to other areas of work.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary education. Desirable: Training in secretarial practices. University degree is an asset.

Experience

Essential: At least 2 (two) years of experience in secretarial/clerical/administrative work. Desirable: Experience in WHO or in another UN/International organization would be an advantage.

Skills

1. Thorough knowledge of modern office procedures and practices. The incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, and WHO.

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.

WHO Competencies

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

Use of Language Skills

Essential: Expert knowledge of English. Intermediate knowledge of local language.

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 BTN 366,001 (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 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 gender parity and workforce diversity. Hence, female candidates and candidates from disadvantaged and socially excluded groups are strongly encouraged to apply.

• 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.

Potential interview questions