Team Assistant (Registry)

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.

Salary

The salary for this job should be more than 3,094 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

PN 437725

OBJECTIVES OF THE PROGRAMME

The WHO Representative's Office in Libya supports the Government and health authorities at central and local level in strengthening health services, addressing public health issues and supporting and promoting emergency response. WHO coordinates efforts with essential stakeholders and partners to assess the health system and to initiate the process of health system strengthening in close consultation with the Ministry of Health and the European Union.

DESCRIPTION OF DUTIES

Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:

1. Receive, screen, track and distribute incoming correspondence, attaching background information or related file, and forwarding to the staff concerned, drawing their attention to specific issues/problems as necessary.

2. Maintain correspondence logs, and update manuals, files and simple office records including photocopying documents and preparing briefing files, preparing labels and dividers, collecting documentation from various sources.

3. Perform information searches (library, internet) and obtain documents and information from in-house and external sources and disseminate information as required.

4. Maintain a comprehensive filing system for all documents, reports, presentations and other materials related to meetings, seminars and workshops and other areas of work, including related lists to facilitate searches, ensuring that all activities supported are traceable and accessible.

5. Draft replies to general and administrative correspondence upon instructions or independently compose correspondence of purely routine administrative nature and finalize such correspondence in a timely manner.

6. Make necessary arrangements regarding duty travel of staff in the unit, submit travel requests (TRs) in the Global Management System (GSM), arrange for flight and hotel reservations and deal with other related matters.

7. Submit different administrative transactions in GSM, including procurement of goods and services, and follow up with concerned parties for the receipt of deliverables and finalization of payments.

8. In collaboration with senior administrative support staff, monitor deadlines, reminding staff members of such and ensuring that correspondence and queries are responded to in a timely manner.

9. Type, edit for language and grammar, correct and format, in accordance with WHO and departmental styles, technical reports and documents, tabular materials and assist in preparing presentations.

10. Screen and receive visitors and telephone calls with tact, discretion, making appointments, answering queries and/or redirecting visitors and callers with diplomacy and courtesy, obtaining background information on the purpose of appointments.

11. Support the organization of meetings, workshops, seminars, etc., including the typing of lists of participants, preparation of travel requests, letters of invitation, files, presentations and slides, reservation of meeting rooms and hotel accommodation.

12. Perform other related duties as required or instructed, including provision of support to other areas of work and teams within the department, as required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education. Desirable: Secretarial/administrative training.Relevant training/certification in records management is desirable.

Experience

Essential: At least 3 years of past relevant secretarial/administration work experience, with proven experience in the area of records management/registry. Desirable: Relevant experience in WHO or another UN agency an asset.Experience in Oracle-based or other ERP systems an asset.

Skills

Sound organization and wide range of office skills.

Sound knowledge and skills using a variety of office and computer packages.

The ability to multitask and work independently when required.

WHO Competencies

WHO global Competencies model at http://www.who.int/employment/WHO_competencies_EN.pdf?ua=1

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. Expert knowledge of Arabic.

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 USD 18,189 (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.

• Interested candidates are strongly encouraged to apply on-line. For assessment of your application, please ensure that your profile on Stellis is updated; all experience records are entered with elaboration on tasks performed at the time. Kindly note that CV/PHFs inserted via LinkedIn are not accessible.

• 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.