Programme Assistant
Provide administrative support to the Division of Health Emergencies in Kyiv
This opening expired 1 year ago.
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Overview
Provide administrative support to the Division of Health Emergencies in Kyiv
You have:
- Proficiency in standard office software applications (MS Office).
- Experience in document management and administrative support in an international organization.
- Experience with ERP systems is an asset.
- Ability to manage communication and coordination for meetings and events.
- Experience in HR documentation processes related to non-staff personnel.
Contract
This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.
The incumbent will work as a member of the Business Operations Services Unit of the Division of Health Emergencies (WHE) to provide administrative support to staff in one of the work areas of the World Health Organization Country office in Kyiv.
This UNV assignment is subject to proof of vaccination as required by WHO, 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.
- Document Preparation and Correspondence:
- Draft correspondence and documents based on written or verbal prompts from the unit's Professional staff and the Country Office. - Type reports, meeting notes, and other documentation as required. - Prepare presentations using PowerPoint and other software, either independently or based on instructions.
- Meeting and Event Coordination and Travels:
- Arrange, coordinate, and lead administrative preparations for meetings, seminars, and workshops, including sending out invitations, calculating costs, and processing travel requests. - Upon the request of technical unit to prepare committal documents for PO creation - Submit Purchase Requisitions in GSM - Track the status of the Purchase Orders - Assist with the preparation and dispatch of relevant documents and materials, and liaise with participants and other stakeholders. - Schedule weekly team meetings and ad hoc meetings as needed, and take and prepare minutes. - Obtain briefing and background materials for meetings, seminars, and workshops to be attended by the unit's Professional staff. - Ensure the availability of appropriate briefing files and documents for these events. - Arrange duty travel for the unit's Professional staff and others if needed be. - Coordinate appointments for supervisors and team members, and organize programs for visitors . 3. Filing and Documentation Management: - Establish and maintain the unit's filing system for technical documents and correspondence, ensuring it is organized and up-to-date.
- Communication and Coordination:
- Respond to and manage telephone inquiries, assessing the critical nature of technical questions and directing them to the appropriate staff for response.
- Non-Staff HR Clearance submission:
- Assist in preparing and submitting documentation for HR clearance related to contracting non-staff personnel. - Maintain and regularly update the non-staff tracker to ensure accurate records.
- Perform additional related duties as required.
• Accountability • Adaptability and flexibility • Creativity • Judgement and decision-making • Planning and organising • Professionalism • Self-management
the secretarial/administrative field
• Desirable: Experience in an international environment or institution. Relevant experience in the UN.
Other Skills: • Proficiency in the use of standard office software (MS Office applications) and note-taking. • Experience with the operation of computerized systems and databases. • Training in Oracle-based or other ERP systems is an asset.
As it is a national UN Volunteer's assignment, the UN volunteer shall organize his/her accommodation by themselves.
Entitlements of National UN Volunteer
The contract lasts for the period indicated in the vacancy with the possibility of extensions subject to availability of funding, operational necessity, and satisfactory performance. However, there is no expectation of renewal of the assignment. This is a full-time contract.
Allowances: • Volunteer Living Allowance (VLA): A Volunteer Living Allowance (VLA) USD 1587 (equivalent in UAH) is provided monthly to cover housing, utilities, and normal cost of living expenses. This includes Well-Being Differentials for the period while the ICSC applies hardship classification to duty stations in Ukraine as “E”. • USD 400 entry lump sum, one-time payment.
Medical and life insurance: • Medical insurance: The UN Volunteer and eligible PFU dependents will receive UNV provided medical insurance coverage. Coverage for UN Volunteers begins from the Commencement of Service and normally ceases one month after the last day of the UN Volunteer Contract date. • Life Insurance: UN Volunteers are covered by life insurance for the duration of the UN Volunteer assignment. If a UN Volunteer dies during the UN Volunteer assignment, the eligible designated beneficiaries will be entitled to receive a life insurance lump sum.
Leave entitlements: • Annual leave: UN Volunteers accrue an entitlement to 2.5 days of Annual Leave per completed month of the UN Volunteer assignment. Unused accrued Annual Leave up to a maximum of 30 days is carried over in case of a contract extension within the same UN Volunteer assignment. Unused accrued Annual Leave may not be carried over in case of reassignment or a new assignment. • Learning leave: Subject to supervisor approval and exigencies of service, UN Volunteers may request up to ten working days of Learning Leave per consecutive 12 months of the UN Volunteer assignment, starting with the Commencement of Service date, provided the Learning Leave is used within the contract period. • Certified Sick Leave: UN Volunteers are entitled to up to 30 days of certified sick leave based on a 12-month cycle. This amount is reset every 12-month cycle. • Uncertified Sick Leave: UN Volunteers receive seven days of uncertified sick leave working days in a calendar year. This amount will be reset at the established interval period.
Potential interview questions
| Can you describe a time when you had to manage multiple priorities? | This question assesses your ability to prioritize and manage time effectively. | Give a specific example, detailing how you organized your tasks and the outcomes. |
| How do you ensure clear communication in a team setting? | This checks your communication skills and ability to work collaboratively. | Pro members can see the explanation. |
| Describe an instance where you coordinated a successful event or meeting. | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you keep yourself organized when handling administrative tasks? | Pro members can see the explanation. | Pro members can see the explanation. |
| What tools do you find most helpful for document management and why? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 1 year ago
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Updated 1 year ago
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Source:
unv.org
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