Team Assistant
Provide administrative support to the Programme Management department.
This opening expired 5 years ago.
Do not try to apply for this job.
Overview
Provide administrative support to the Programme Management department.
You have:
- Completion of secondary school education is essential.
- At least three years' experience in secretarial/clerical/administrative work is essential.
- Training in secretarial practices is desirable.
- Experience in WHO or another UN/International organization is desirable.
- Expert knowledge of English is essential.
- Ability to draft standard correspondence is essential.
- Thorough knowledge of modern office procedures and practices is essential.
- Ability to handle work in a timely and accurate manner with tact and discretion is essential.
Contract
This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education. More about G-4 contracts.
Note: Candidates are requested to update their Stellis Profiles before applying to this requisition.
OBJECTIVES OF THE PROGRAMME
The overall goal of the Programme Management department is to guide and support the technical activities of the various departments in implementing the WHO's Programme Budget as well as to coordinate such actions as necessary between technical departments, technical departments and country offices, and between country offices.
DESCRIPTION OF DUTIES
Under the direct supervision of Technical Officer, Gender and Coordination, the incumbent provides office support for the smooth running of the programme in the following areas:
Office support
• Screen and distribute incoming correspondence, attaching background information or related file and forwarding to staff concerned, highlighting issues requiring attention; draft replies to general and administrative matters; type technical reports and documents, tabular materials, etc., ensuring conformity with WHO standards; assist in preparing presentations; follow-up on deadlines to ensure timely response.
• Obtain documents and information from in-house and external sources and undertake information searches based on brief instructions/guidance.
• Maintain filing systems and ensure easy accessibility and retrieval of records.
Programme support
• Prepare contracts for consultants, Agreement for Performance of Work (APW), Technical Services Agreement (TSA) and General External Services requests (GES), record receipt of deliverables and initiate and monitor payments as needed.
• Initiate requisitions for goods procurement and record receipt of deliverables.
Meetings/Duty travel
• Support the organization of meetings, workshops, seminars, etc, including typing of lists of participants, preparation of travel requests, letters of invitation, files, presentations and slides, reservation of meeting rooms and hotel accommodation.
• Prepare travel requests for official travel, make flight and hotel reservations, prepare travel files and other related matters as requested.
Other duties
• Perform other duties as required or instructed, including providing support to other areas of work.
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary school education. Desirable: Training in secretarial practices. University degree is an asset.
Experience
Essential: At least three (3) years' experience in secretarial/clerical/ administrative work Desirable: Experience in WHO or in another UN/International organization would be an advantage.
Skills
Thorough knowledge of modern office procedures and practices. The incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, and WHO. Ability to draft standard correspondence; Ability to handle work in a timely and accurate manner with tact and discretion, as required. Ability to maintain and update knowledge in the use of office technology through in-house courses, on-the-job training and/or self-training
WHO Competencies
- Teamwork
- Respecting and promoting individual and cultural differences
- Communication
- Producing results
- Moving forward in a changing environment
Use of Language Skills
Essential: Expert 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 INR 608,064 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.
ADDITIONAL INFORMATION
LATE APPLICATIONS WILL NOT BE ACCEPTED
This vacancy notice may be used to fill other similar positions at the same grade level
Only candidates under serious consideration will be contacted.
Please note applications should be submitted through WHO's online recruitment portal. Please visit www.who.int/careers to complete an online profile and to apply to this vacancy.
A written test may be used as a form of screening.
The written test for shortlisted candidates will tentatively be held during the week starting from 16 November 2020. Candidates are advised to make themselves available during that period.
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's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.
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 situation where you had to manage multiple tasks at once? | The interviewer wants to assess your multitasking and prioritization skills. | Provide a specific example illustrating how you managed various tasks effectively. |
| How do you ensure that important correspondence is not overlooked in a busy office environment? | This question evaluates your organizational skills. | Pro members can see the explanation. |
| Describe a time when you had to prepare for an important meeting. What steps did you take? | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you handle confidential information? | Pro members can see the explanation. | Pro members can see the explanation. |
| What software tools or technology are you comfortable using in an office setting? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 5 years ago
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Updated 1 year ago
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Source:
who.int
