Team Assistant
Provide administrative support to the team in the organization's functions.
This opening expired 4 years ago.
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Overview
Provide administrative support to the team in the organization's functions.
You have:
- Completion of secondary school or equivalent.
- At least 5 years of progressively responsible experience in the secretarial/administrative field.
- Proficiency in the use of standard office computer software, note taking, and operation of computerized systems and databases.
- Expert knowledge of English.
- Intermediate knowledge of French, Russian, German.
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 Division of the Regional Director (RDD) provides the visionary leadership and, together with BOS, supports the Country Offices and all the other Divisions in the efficient delivery of the EPW through agile transformation and implementing WHO Value Charter. RDD has the overall responsibility for the planning, execution and evaluation of WHO programmes at the regional and country levels and in strengthening the alignment and joint work across the three levels of the organization. It is the safeguard of the WHO Values Charter. It encompasses the enabling functions of resource mobilization and alliances, external relations and communications, and support to governing bodies of the European Region, in addition to organization development, staff development and learning, and transformation. It also specifically includes the representative function of WHO with the institutions of the European Union., the EURO Ombudsman who reports directly and independently to the Regional Director, and the committee on staff health and wellbeing.The goal of the WHO Representation at the EU (WEU Office) is to promote GPW 13 and EPW priorities, focusing on country needs and impact; and ensurin gfuture financial sustainability. The WHO Representation to the EU is led by WHO/Europe, but its work mandate is global.
DESCRIPTION OF DUTIES
As part of a unit team, the incumbent provides support in the day-to-dayprogramme, financial and administrative functions in the support of aproject/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:
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 tourgent items and deadlines.
Revises unit correspondence, reports, and documents for proper form and (non-technical) content.
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 evaluationexercises.
Inputs duty travel recommendations and issues reminders re followup, records project/programme monitoring and evaluation notes.
Makes 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.
Provide administrative and logistical assistance in the context of the organization of meetings (working groups, seminars/courses, workshops, and symposia), i.e.: makes administrative preparations, including organization of practical local arrangements, advance transport of documents/equipment and hospitality.
Provides administrative and secretarial support during the meetings and pays per diem to participants if required.
Prepares administrative reports.
Establishes and maintains the unit's filing system of technical documents and correspondence.
Creates background files and compilesreference material as appropriate.
Accesses and retrieves information from relevant databases and updates as required.
Responds to and acts on telephone enquiries.
Assesses the critical nature of technical enquiries andrefers them to appropriate staff for reply.
Coordinates appointments for supervisor and organizes programmes for visitors.
Provides briefing and guidance to all staff on general office practices and procedures; assists/replaces colleagues in the team; takes minutes in meetings.
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 fieldrelevant to the position.
Experience
Essential: At least 5 years of progressively responsible experience in the secretarial/administrative field. Desirable: Experience in an international environment orinstitution. Relevant experience in WHO or in the UN.
Skills
Proficiency in the use of standard office computer software, note takinga nd operation of computerized systems and databases.Sound interpersonal skills and flexibility. Ability to adapt to competing priorities. Ability to work in a fast-pacedenvironment. Emotionalintelligence; Ability to identify and manage one's own emotions, as well ashelping 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. Desirable: Intermediate knowledge of French,Russian,Germa.
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 45,972 (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.
Staff members in other duty stations are encouraged to apply.
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 manage competing priorities? | This question assesses your time management and prioritization skills. | Discuss a specific instance illustrating how you balanced multiple tasks effectively. |
| How do you ensure effective communication with different stakeholders? | This evaluates your ability to communicate and collaborate with diverse groups. | Pro members can see the explanation. |
| What strategies do you use to maintain accuracy in your work? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 4 years ago
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Updated 1 year ago
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Source:
who.int
