Teаm Assistant / Programme Assistant

PURPOSE OF THE POSITION

The incumbent provides administrative support to staff in one of the work areas of the Country office. WHO maintains a roster of candidates willing to accept temporary contracts. Eligibility to the roster and subsequently eligibility for contracts at the G.4 or G.5 level will depend on candidates meeting the minimum requirements for the positions, the terms of references of the assignment and the scores achieved in test and interview. Contract length is dependent upon demand of the office. As appropriate to the level of the position, the duties and responsibilities may include some of all of the following:

DESCRIPTION OF DUTIES

For G4 level positions:

As part of a unit team, to perform a variety of secretarial and administrative services in support of the activities of the technical unit and the WHO Country Office.

1. Drafts correspondence and documents based on written/verbal prompts from the professional staff of the unit. Composes and finalizes correspondence of administrative nature. Provides rough translation or synopsis of incoming mail. Takes notes at meetings. Types reports and other documentation.
2. Assists with the administrative preparation and conduct of regional meetings and educational activities, in accordance with established procedures.
3. Makes travel arrangements for duty travels and, in accordance with established procedures, prepares approval memoranda, travel authorizations and follows up on issue of duty travel reports.
4. Prepares correspondence for the recruitment of consultants and staff; arranges briefing appointments and provides secretarial support for them while in EURO; processes agreements for performance of work and other types of contractual arrangements as required and related correspondence, follows up on deadlines of such agreements/contracts and prepares payment instructions.
5. Initiates action to process or follow up on correspondence, documentation and forms. Creates background files and compiles reference material as appropriate. Accesses and retrieves information from relevant databases and updates as required.
6. Responds to and acts on telephone enquiries and requests for information. Assesses the critical nature of technical enquiries and refers them to appropriate staff for reply. Coordinates appointments for supervisor(s) and organizes programmes for visitors.
7. Provides briefing and guidance to staff at all levels in the unit/programme on office practices and procedures; liaises with, assists or replaces other secretaries and/or programme assistants in the unit or department should the need arise.
8. Performs other related duties as required.

For G5 level positions:

As part of a unit team, the incumbent performs a variety of secretarial, coordinating, monitoring and administrative services in support of project/programme activities, as follows:

1. Drafts correspondence and documents based on written/verbal prompts from the Professional staff of the unit(s) and Country Office. Independently composes and finalizes correspondence of administrative nature. Revises unit correspondence, reports, and documents for proper form and (non-technical) content. Takes notes at meetings. Types reports and other documentation. Arranges duty travel.
2. Scans, records, refers and follows up correspondence and documents, evaluates the urgency or critical nature of items, and brings them to the attention of the responsible staff. Informs and reminds responsible staff of follow-up dates and deadlines for response or specific actions, supplying supporting material as appropriate. Periodically updates supervisor and team members on the program implementation status, and potential issues and opportunities.
3. Using ERP system (GSM) and other corporate tools, monitors aspects of the implementation of activities and availability of funds for project/programme budget levels and financial expenditures, according to the approved projects. 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.
4. 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 as per corporate guidelines, and in accordance with the approved programme budget/collaborative programmes with countries.
5. Assists in the organization of meetings held in-house or in Member States (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.
6. 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.
7. 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(a), team members and organizes programmes for visitors.
8. Provides briefing and guidance to all staff on general office practices and procedures; assists/replaces colleagues in the team and performs other related duties as required.
9. In coordination with technical and admin team takes proactive role and assist with the preparation of donor proposals and donor reports (financial and resource management components), and timely management of resources.

REQUIRED QUALIFICATIONS

Education

Essential: Equivalent to graduation from secondary school or technical or commercial school.
Desirable: Higher education from an accredited educational institution an asset.

Experience

Essential: 

G4 positions: At least 3 years’ experience in the secretarial/administrative field.
G5 positions: 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.

Use of language skills

Essential: Excellent knowledge of English and Ukranian and working knowledge of Russian.
Desirable: Working knowledge of German or French.

WHO COMPETENCIES

Teamwork
Respecting and promoting individual and cultural differences
Communication

SKILLS

Proficiency in the use of standard office software (MS Office applications) and note-taking. Operation of computerised systems and databases. Training in Oracle-based or other ERP systems an asset.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, and 30 days of annual leave.

ADDITIONAL INFORMATION

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