Programme Assistant

Overview

Support operations by assisting programme staff in effective project implementation.

You have:

• High school diploma or equivalent technical or commercial training in secretariat or office administration.
• Minimum five years of experience as an executive assistant and in secretariat roles within recognized international or private organizations.
• Expert knowledge of French is essential.
• Intermediate knowledge of English is desirable.
• Experience in administrative support roles within WHO or another UN agency is advantageous.
• Experience with Oracle-based systems or similar ERP systems is an asset.

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.

Salary

The salary for this job should be more than 1,625 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

Dans le cadre de la mise en œuvre de ses nouveaux projets specifiques, l'OMS aimerait recourir aux services d'un Assistant Programme pour apporter un appui a ses operations dans ce domaine; notamment fournir un appui aux responsables et aux membres du personnel afin de leur permettre d'exercer pleinement leurs responsabilites dans l'environnement du GSM; garantir la conformite aux politiques, procedures,regles et reglements de l'OMS dans toutes les transactions ou pour toutes les questions administratives et financieres, dans le contexte d'un systeme de planification des ressources institutionnelles (ERP).

DESCRIPTION OF DUTIES

Sous la supervision directe du Infectious Hazard Management (IHM) Officer et la supervision generale de l'Administrateur charge des Operations,le/la titulaire du poste s'acquitte des principales taches suivantes: Initier les projets de correspondances sur orientation des membres de l'equipe des projets ; les finaliser conformement aux styles de l'OMS et du departement et verifier la langue, la grammaire et l'exactitude avant soumission pour approbation et signature ; Organiser la preparation administrative des reunions internes et externes, y compris la preparation des plans d'activites dans le GSM / Oracle, les lettres d'invitation, les estimations de couts et les demandes de voyage ; Aider a la preparation des documents ; envoi de materiel et assurer la liaison avec les participants et les autres personnes impliquees ; Analyser les correspondances et les requetes recues, mettre en evidence les documents entrants et joindre des informations pouvant servir de background et identifier les domaines necessitant une action par les Chefs de programmes, en attirant leur attention sur des points importants; Planifier les reunions des Administrateurs de programmes, selon les horaires et lesbesoins ; prendre les comptes rendus des reunions et faire le suivi des points necessitant une prise d'action afin d'assurer une reponse rapide aux requetes de l'OMS ;Obtenir des documents d'information pour les reunions, seminaires, ateliers, etc. auxquels prennent part les membres de programmes, verifier leur disponibilite et s'assurer qu'ils ont les dossiers d'information et documents appropries ; Veiller a ce que les rapports techniques et les documents soient conformes aux normes, regles, pratiques, procedures et style d'edition de l'OMS et les corriger si necessaire avant leur soumission a la signature du Representant; Utiliser des outils de suivi appropries, faire le suivi et veiller a ce que les dates butoir et les echeances sont respectees, et que les correspondances et les requetes sont analysees et traitees dans les meilleurs delais ; Utiliser GSM pour preparer les demandes des voyages officiels des membres du projet; Faire les reservations d'avion et d'hotel, preparer les dossiers de voyage et traiter d'autres questions connexes, sur demande ;S'acquitter de toute autre tache connexe selon les besoins ou les instructions, y compris fournir un appui a d'autres domaines du travail.Les resultats escomptes comprennent un rendement de qualite en temps voulu et la production de resultats permettant d'atteindre les objectifs de l'unite et de favoriser une mise en œuvre efficace du programme dans la Region

REQUIRED QUALIFICATIONS

Education

Essential: Diplome de fin d'etudes secondaires ou une formation technique ou commerciale equivalente, option secretariat ou administration de bureau. Desirable: Un diplome en secretariat bureautique, en administration de bureau, en administration des affaires ou dans des domaines connexes, delivre par un etablissement reconnu.

Experience

Essential: Au minimum cinq (05) ans d'experience a un poste d'assistant (e) executif (ve) et de secretariat dans des organisations internationales ou privee reconnue. Desirable: Experience dans des postes d'appui administratif au sein de l'OMS ou dans une autre agence des Nations Unies est un atout. Une experience dans les systemes bases sur Oracle ou un autre systeme similaire a ERP est un atout.

Skills

Le titulaire du poste devra faire preuve de maitrise,actualiser ses connaissances dans l'utilisation de la technologie moderne de bureau par le biais des cours internes, sur le tas ou l'auto-formation. Il /elle se tient au courant des changements dans les procedures et les pratiques,regles et reglements, la structure organisationnelle, dans le Bureau Pays, le groupe organique et l'OMS, pour etre en mesure de briefer et expliquer les procedures aux autres membres du personnel.

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 French. Desirable: Intermediate knowledge of English.

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 XOF 11,021,000 (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.

• In case the website does not display properly, please retry by: (i) checking that you have the latest version of the browser installed (Chrome, Edge or Firefox); (ii) clearing your browser history and opening the site in a new browser (not a new tab within the same browser); or (iii) retry accessing the website using Mozilla Firefox browser or using another device. Click this link for detailed guidance on completing job applications: Instructions for candidates

Potential interview questions