Team Assistant

Mid Senior

Overview

Provide administrative support and assist in program management tasks.

You have:

• Completion of secondary school or equivalent.
• At least 5 years of progressively responsible experience in the secretarial/administrative field.
• Expert knowledge of English.
• Relevant higher education or post-secondary school courses in a field relevant to the position.
• Experience in an international environment or institution.
• Intermediate knowledge of French, Russian, or 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 also specifically includes the representative function of WHO with the institutions of the European Union, and the EURO Ombudsman, who reports directly and independently to the Regional Director, as well as the Respectful Workplace Program. The goal of the WHO Representation at the EU (WEU Office) is to promote GPW 13 and EPW priorities by the European Union, focusing on the needs of European Member States and impact of WHO work, and ensuring WHO's future financial sustainability. The WHO Representation to the EU is led by WHO/Europe, yet its work mandate is global. The European Union is a key strategic partner of WHO, due to its importance: i) as an economic and political union of 27 European countries (500 million EU citizens, 20% of global trade), ii) for a broad group of WHO Member States in its immediate neighborhood and beyond, iii) as a global actor, and iv) as a major donor. Due to this overwhelming range of stakeholders- EU and EU-related - Brussels is a central arena of debate, decision making, opinion shaping, influencing, power and funding distribution, visibility and corporate promotion. Brussels is also one of the key centers of global diplomacy, including health. The WEU Office is setting the scene for the establishment of Centre of Excellence for Health Diplomacy. These are activities in which the stakeholders listed above engage on a daily basis.

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:

• 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.
• 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.
• 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 compiles reference 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 and refers 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 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

1. Teamwork
2. Respecting and promoting individual and cultural differences
3. Communication
4. Knowing and managing yourself
5. Producing results

Use of Language Skills

Essential: Expert knowledge of English. Desirable: Intermediate knowledge of French, Russian, German.

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 57,262 (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 and/or an asynchronous video assessment 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.

• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.

• The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.

• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int

• An impeccable record for integrity and professional ethical standards is essential. 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.

• For information on WHO's operations please visit: http://www.who.int.

• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.

• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.

• Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at [email protected].

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

• In case the website does not display properly, please retry by: (i) checking that you have the latest version of the browser installed (Chrome, Edge or Firefox); (ii) clearing your browser history and opening the site in a new browser (not a new tab within the same browser); or (iii) retry accessing the website using Mozilla Firefox browser or using another device. Click this link for detailed guidance on completing job applications: Instructions for candidates

Apply now

Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: who.int