Senior Assistant to Director

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

OBJECTIVES OF THE PROGRAMME

The mission of WHO's Health Emergencies Programme (The Programme) is to build the capacities of Member States to manage health emergency risks and, when national capacities are overwhelmed, to lead and coordinate the international response to contain outbreaks and to provide effective relief and recovery to affected populations. The Programme supports countries and coordinates international action, to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies. The objectives of the Country Readiness Strengthening Department include the development and strengthening of core national capacities necessary to mitigate and respond to emergency risks and vulnerabilities. The Department prioritizes support to the most vulnerable and low capacity countries. As part of Country Readiness Strengthening department, the WHO Lyon office is an out-posted Headquarters office hosting technical units in charge of Public Health Laboratory Strengthening, Border Health Risk Dissemination, Learning Solutions and Trainings. The Lyon office Management unit provides administrative, financial, information and telecommunications, procurement and security services to ensure a functional workplace to Lyon-based staff. It also manages institutional relationships between WHO and the Lyon office partners.

DESCRIPTION OF DUTIES

- Ensure smooth running of the Director's Office in close collaboration with other administrative and programmatic staff in the Department through the efficient provision of secretarial and administrative support to the Director. - Draft general or administrative correspondence on own initiative for the Director's signature and more technical correspondence according to instructions given by the Director ensuring that correspondence/documents submitted for the Director's clearance/signature are prepared according to WHO rules, practices and procedures, redrafting/correcting and returning to departments/programmes for action as necessary. - Analyse incoming matters in the light of background material, instructions, policies and precedents; research and attach background documentation in anticipation of Director's queries and information needs. - Coordinate presentations to the Director of all documents requested of and provided by department's units under his/her responsibility by ensuring that all such documents are logically complied, formatted and assembled in a manner which facilitates the work of the Director. - Create, maintain, update and monitor access to specific Director files and reference system, ensuring accurate and appropriate filing of confidential and sensitive information. - Screen and receive visitors/telephone calls with tact and discretion, make appointments, redirect visitors/callers as necessary; provide background information concerning purpose of appointments with official visitors and/or staff members; re-arrange schedules disrupted by unexpected events. - Manage smooth operation of the Director's daily agenda. - Ensure protocol and exercising tact and discretion with Permanent Mission, counterparts in other UN Agencies, and other WHO partners; contact Department units to obtain information and/or request preparation of speeches, briefings etc. - Coordinate support services for conferences and meetings, monitoring progress of required documentation/information, and coordinating related logistic requirements. - Prepare agenda and list of participants for internal meetings organized by the Director, ensure that documentation and briefing files are prepared in due time, and attend meetings to take notes and prepare minutes when required. - Ensure necessary administrative arrangements and briefings for staff and non-staff (i.e. consultants, APWs, etc.) assigned to the Director's office and/or Department and as required initiate related actions through GSM. - Manage and organize all duty travels for the Director and staff assigned to his/her office. - Monitor the work and train support staff within the Director's office when necessary and upon delegation supervise such support staff accordingly. - All other related duties as assigned.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or equivalent. Desirable: Higher education after secondary school certification.

Experience

Essential: A minimum of 8 years of experience in secretarial or administrative positions. Desirable: Relevant experience in WHO or another UN agency. Experience in Oracle-based or other ERP systems.

Skills

- Strong skills to work independently. - Strong organization and offices skills, as well as skills in note taking and minute writing. - Sound knowledge and skills using a variety of office and computer packages. - Sound knowledge of WHO and/or UN administrative rules and regulations, procedures and practices. - The ability to multitask and work under pressure. - The ability to exercise discretion at all times in judging the importance, urgency and confidential nature various issues and tact when dealing with staff and external partners.

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 English. Intermediate knowledge of French. Desirable: Beginner level knowledge of other UN language.

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 EUR 48,081 (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.