Programme Assistant (Roster) - Re-advertised
Provide administrative and logistical support to health emergency programs.
This opening expired 3 years ago.
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Overview
Provide administrative and logistical support to health emergency programs.
You have:
- Completion of secondary school or equivalent is required.
- At least 5 years of progressively responsible experience in the secretarial/administrative field is required.
- Expert knowledge of English is required.
- Expert knowledge of Polish is required.
- Intermediate knowledge of German, French or Russian is desirable.
- Proficiency in the use of standard office computer software is required.
- Ability to adapt to competing priorities is required.
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 mission of the Division of Health Emergencies (WHE) is to build the capacity of Member States to assess, prevent and manage health emergency risks, and lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery to affected populations.
The WHE Division brings together and enhances WHO's operational, technical and normative capacities in outbreaks, emergencies and risk analysis to address all health hazards across the risk management cycle in a predictable, capable, dependable, adaptable and accountable manner. The Programme is designed to operate within the broader humanitarian and emergency management architecture in support of people at risk of, or affected by, outbreaks and emergencies, consistent with ways that strengthen local and national capabilities.
DESCRIPTION OF DUTIES
As part of a unit team, the incumbent provides support in the day-to-day programme, financial and administrative functions in the support of a project/programme or a technical unit. Reporting to and under supervision of the responsible Officer and in collaboration with other support staff of the Division the incumbent provides support functions in programme, financial, and administrative related areas.
Key duties:
1-On own initiative draft routine correspondence, and upon instructions and guidance draft correspondence of a non-routine character; finalize correspondence/reports for signature; analyze incoming correspondence and requests, researching, obtaining and attaching background information where required, or redirecting them as appropriate, drawing the attention of the supervisor or other senior staff concerned to urgent items and deadlines. Revises unit correspondence, reports, and documents for proper form and (non-technical)content.
2-Monitor implementation and alert supervisor on issues of compliance with work plans, financial rules and regulations and award agreements. Assembles draft background for planning, monitoring and evaluation exercises. Inputs duty travel recommendations and issues reminders re follow up, records project/programme monitoring and evaluation notes.
3-Make administrative arrangements for country and inter country activities including preparation of various committal documents related to procurement of goods and services, arrangements of study tours and duty travel in accordance with the approved programme budget/collaborative programmes with countries.
4-Provide administrative and logistical assistance in the context of the organization of meetings (working groups, seminars/courses, workshops, and symposia), i.e.: make administrative preparations, including organization of practical local arrangements, advance transport of documents/equipment and hospitality. Provide administrative and secretarial support during the meetings and pay per diem to participants if required. Prepare administrative reports.
5-Establishe and maintain the unit's filing system of technical documents and correspondence. Create background files and compile reference material as appropriate. Access and retrieve information from relevant databases and update as required.
6-Respond to and acts on telephone enquiries. Assess the critical nature of technical enquiries and refer them to appropriate staff for reply. Coordinate appointments for supervisor and organize programmes for visitors.
7-Provide briefing and guidance to all staff on general office practices and procedures; assist/replace colleagues in the team; take minutes in meetings.
8-Perform other related duties as required or instructed, including providing support to other areas of work as assigned.
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary school or equivalent. Desirable: Relevant higher education or post-secondary school courses in a field relevant to the position.
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 computerized systems and databases.
- Sound interpersonal skills and flexibility.
- Ability to adapt to competing priorities.
- Ability to work in a fast-paced environment.
- Emotional intelligence;
- Ability to identify and manage one's own emotions, as well as helping others to do the same.
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 Polish. Desirable: Intermediate knowledge of German, French or Russian.
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 78524 Zloty (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 had to handle multiple administrative tasks simultaneously? | This question assesses your ability to manage competing priorities and maintain productivity under pressure. | Provide a specific example of the situation, detailing how you organized tasks and what the outcome was. |
| How do you ensure compliance with financial rules and regulations in your administrative work? | This question evaluates your understanding of financial compliance and your attention to detail in administrative processes. | Pro members can see the explanation. |
| Describe a situation in which you helped to organize a meeting or event. What steps did you take? | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you handle conflicts or difficult conversations with team members? | Pro members can see the explanation. | Pro members can see the explanation. |
| What strategies do you use to maintain an effective filing and documentation system? | 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
