Programme Assistant under the Senior Management Office
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Contract
This is a No grade contract. More about No grade contracts.
.1.Background and Justification
* Purpose of the Position
To Provide administrative support to the Senior Management Cluster of the WHO Country Office (WCO) Team programs under the general supervision of the SMO Lead and overall guidance of the WR.
2.Job Description
* Objectives of the Programme and the immediate Strategic Objectives
The country team is responsible for promoting technical cooperation, stimulating interest, and coordinating assistance for health development based on global and regional strategies and WHO guidelines. It is also responsible for contributing to the collection, analysis, and dissemination of health information.
* Organizational context (Describe the individual role of the incumbent within the team, the
guidance and supervision received and training or briefing provided to others)
The incumbent performs functions related to Program support in the GSM environment. The incumbent works on the basis of general instructions, from his own experience, according to the policies, procedures, rules and regulations of the Organization, ensures the proper functioning in the team or department. The incumbent is invited to seek advice on unusual matters. Most of the work is checked for accuracy and relevance by the incumbent and by the Health Advisor/HSS Cluster Team Lead and WR on an ad hoc basis for the achievement of results and quality in general; correspondence is referred to the Health Advisor/HSS Cluster Team Lead as needful, before submission to the Representative.
* Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives)
1. Initiate correspondence projects on the orientation of Program Managers; finalize them in accordance with WHO and departmental styles and check language, grammar, and accuracy before submission for approval and signature.
2. Organize the administrative preparation of internal and external meetings, including the preparation of business plans in GSM / Oracle, letters of invitation, cost estimates and travel requests; assist in the preparation of documents; sending materials and liaising with participants and others involved.
3. Analyze correspondence and requests received, highlight incoming documents, and attach background information and identify areas requiring action by Program Managers, drawing attention to important issues. Schedule meetings of Program Administrators, according to schedules and needs; take minutes of meetings and follow up on issues requiring action to ensure prompt response to WHO requests.
4. Obtain information documents for meetings, seminars, workshops, etc. which Program
Administrators take part in, verify their availability, and ensure that they have the appropriate information files and documents.
5. Ensure that technical reports and documents conform to WHO standards, rules, practices, procedures and editing style and correct them as necessary prior to submission to the Representative's signature.
6. Use appropriate monitoring tools, monitor and ensure deadlines and deadlines are met, and correspondence and requests are analyzed and processed as soon as possible.
7. Use GSM to prepare requests for official travel by Program Administrators. Make airline and hotel reservations, prepare travel records and handle other related matters upon request;
8. Perform other related duties as required or directed, including support to the
Administration and the Representative's Office.
* Difficulty, Sensitivity, Nature and Importance of Work Relations
With whom (indicate title only) and for what purpose does the job require contacts?
Title of person contacted Subject and purpose of contact
Within unit/division Team Members For collaboration, advice and or
support of HSS Cluster work.
Within Organization at duty station
WCO Team Members For collaboration, advice and or support of HSS Cluster work.
Within Organization
outside duty station
WCO Team Members in other duty Stations
For collaboration, advice and or support of HSS Cluster work.
Outside the Organization
WHO Partners in WCO Support of HSS Cluster work.
3. Recruitment Profile
Competencies: Generic
Describe the core, management and leadership competencies required - See WHO competency
model - list in order of priority, commencing with the most important ones.
1. Communicating Credibly and Effectively
2. Foster integration and teamwork.
3. Produce results.
4. Move forward in a changing environment.
5. Manage resources effectively.
Functional Knowledge and Skills: -
*Describe the essential knowledge and the skills specific to the position.
The incumbent will demonstrate mastery; actualize his knowledge in the use of modern office technology through internal courses, on the job or self-training. He / she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in Country Office, organic group and WHO, to be able to brief and explain procedures to other members Staff.
Educational Qualifications
• Essential:-
Completion of secondary school followed by Administrative training.
• Desirable:-
Training in secretarial tasks and/or in an administrative field is desirable
Experience
• Essential:-
5 years of experience program and administrative support positions in a recognized
public or private institution
• Desirable:-
Experience in administrative support positions within WHO or another UN agency is an
asset. Experience in Oracle-based systems or another ERP-like system is an asset.
Languages
Essential - Fluency in English.
Desirable – Working knowledge of French would be an advantage.
English Read: Beginners Intermediate Expert Knowledge
Write: Beginners Intermediate Expert Knowledge
Speak: Beginners Intermediate Expert Knowledge
French: Read: Beginners Intermediate Expert Knowledge
Write: Beginners Intermediate Expert Knowledge
Speak: Beginners Intermediate Expert Knowledge
Please indicate if language requirements for English and French are interchangeable. Yes No
(e.g. English expert level required, French working level required OR French expert level
required, English working level required)
Other (s): Read: Beginners Intermediate Expert Knowledge
Write: Beginners Intermediate Expert Knowledge
Speak: Beginners Intermediate Expert Knowledge
Other Considerations (e.g. Physical Workplace Condition, if other than normal office environment;
IT Skills; etc.)
Work requires the use of word processing or other software packages, and standard office equipment. Formal or self-training in the use of standard office software.
Training in Oracle-based or other ERP systems an asset.
Work requires the use of: word processing facilities to create, edit, format and print correspondence and documents; spreadsheet and visual presentation software; email and scheduling software to improve communications both internally and externally; Oracle/GSM for administrative matters.
Added 10 months ago
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Updated 9 months ago
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Source:
who.int
