Programme Assistant
Provide administrative and secretarial support for country health programmes.
This opening expired 3 years ago.
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Overview
Provide administrative and secretarial support for country health programmes.
You have:
- Completion of secondary school or equivalent.
- At least 5 years of progressively responsible experience in the secretarial/administrative field.
- Proficiency in the use of standard office computer software, note taking and operation of computerized systems and databases.
- Expert knowledge of English.
- Expert knowledge of local language.
- Intermediate knowledge of Russian, German or French.
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.
OBJECTIVES OF THE PROGRAMME
The Division of Country Health Programmes (CHP) assists country efforts to reduce the burden of non-communicable and communicable diseases and address the social, economic and environmental determinants of health, and promotes policies and actions forhealth through stewardship of the WHO European Healthy Cities Network. It focuses on health promotion measures; prevention and control of noncommunicable diseases, including cancers, cardiovascular diseases, chronic respiratory diseases and diabetes, and risks related to tobacco use, physical inactivity, unhealthy diet, and the harmful use of alcohol; communicable diseases such astuberculosis, HIV/AIDS and hepatitis, and vector-borne and neglected tropical diseases; elimination and control of vaccine-preventable diseases and advocacy for increased use of vaccines; containing and controlling antimicrobial resistance; addressing existing and emerging environmental health risks, and supporting violence and injury prevention. A determination to ensure universal access to people-centred quality health services across the continuum of careis matched by enriching the evidence base for policy design and interventions using social, cultural and behavioural approaches, to drive implementation of innovation at national, regional and local levels.
Within CHP, the Vaccine Preventable Diseases and Immunization Programme (VIF) aims to reduce disease and death caused by vaccine-preventable diseases by:strengthening routine immunization programmes by achieving and maintaining high vaccination coverage with childhood vaccines; ensuring that all children, adolescents,adults, and women of child bearing age have equal access to safe and high-quality immunization services;ensuring that epidemiological surveillance,including laboratory networks, is sufficient to achieve and sustain disease elimination targets;supporting the implementation of an immunization week to promote immunization; and fostering appropriate partnerships with governmental and intergovernmental agencies, nongovernmental organizations and other relevant partners.
DESCRIPTION OF DUTIES
As part of the WHO Country Office team, the incumbent performs a variety of secretarial, coordinating, monitoring and administrative services in support of project/programme activities, as follows:
Drafts correspondence and documents based on written/verbal prompts from the Professional staff of the unit. Independently composes and finalizes correspondence of administrative nature. Revises unit correspondence, reports, and documents for proper form and (non-technical) content. Provides rough translation or synopsis of incoming mail, and drafts from standard texts and phrases outgoing correspondence in a second working language. Takes notes at meetings. Types reports and other documentation. Arranges duty travel.
Scans, records, refers and follows up correspondence and documents, evaluates the urgency or critical nature of items, and brings them to the attention of the responsible staff. Informs and reminds responsible staff of follow-up dates and deadlines for response or specific actions, supplying supporting material as appropriate.
Using GSM, monitors aspects of the implementation of country and inter country activities and availability of funds for project/programme budget levels and financial expenditures, according to the approved inter country and country projects. Assembles draft background for planning, monitoring and evaluation (including mini-review) exercises. Inputs duty travel recommendations and issues reminders re follow up, records project/programme monitoring and evaluation notes.
Makes the administrative arrangements for country and inter country activities with regard to preparation of various committal documents related to procurement of goods and services, and arrangements of study tours and duty travel in accordance with the approved programme budget/collaborative programmes with countries.
Assists in the organization of meetings held in-house or in Member States (working groups, seminars/courses, workshops, and symposia), i.e.: makes general administrative preparations, including organization of practical local arrangements and advance transport of documents/equipment; arranges hospitality as appropriate. Provides administrative and secretarial support during the meetings and pays per diem to participants if required. Prepares administrative reports.
Establishes and maintains the unit's filing system of technical documents and correspondence. Creates background files and compiles reference material as appropriate. Accesses and retrieves information from relevant databases and updates as required.
Responds to and acts on telephone enquiries. Assesses the critical nature of technical enquiries and refers them to appropriate staff for reply. Coordinates appointments for supervisor and organizes programmes for visitors.Provides briefing and guidance to general service and professional staff on general office practices and procedures; assists/replaces colleagues in the team and performs other related duties as required.
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary school or equivalent. Desirable: Relevant higher education from an accredited institution.
Experience
Essential: At least 5 years of progressively responsible experience in the secretarial/administrative field. Desirable: Experience in an international environment or institution. Relevant experience in WHO or in the UN.
Skills
Proficiency in the use of standard office computer software, note taking and operation of computerised systems and databases.
WHO Competencies
Teamwork Respecting and promoting individual and cultural differences Communication Knowing and managing yourself Producing results
Use of Language Skills
Essential: Expert knowledge of English. Expert knowledge of local language.
Desirable: Intermediate knowledge of Russian, German or French.
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 USD 14,367 (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 workforce diversity.
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.
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
| Can you describe a time when you successfully managed multiple priorities? | This question assesses your ability to handle workload and prioritize tasks effectively. | Consider discussing a specific instance where you had to juggle different responsibilities and how you managed to meet deadlines. |
| How do you handle communication with team members from diverse backgrounds? | This question evaluates your communication skills and cultural sensitivity. | Pro members can see the explanation. |
| What strategies do you use to ensure accuracy in your reports and correspondence? | Pro members can see the explanation. | Pro members can see the explanation. |
| Describe a situation where you had to support a meeting or project under tight deadlines. What did you do? | Pro members can see the explanation. | Pro members can see the explanation. |
| How would you prioritize tasks if you received last-minute requests from different supervisors? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 3 years ago
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Updated 1 year ago
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Source:
who.int
