Administrative Associate

OBJECTIVES OF THE PROGRAMME

The Division of WHO Health Emergencies (WHE) supports the coordination of the efforts of multiple sectors of the government and partners - including bi- and multilaterals, funds and foundations, civil society organizations and the private sector - to attain health objectives and national health policies and strategies. This includes helping Member States to manage and respond to the health needs of refugees and migrants, with a focus on access to health services and on preparedness for refugee and migrant influxes. The Division houses the WHO Health Emergencies Programme (WHE) that provides technical guidance and operational support to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies. WHE assists countries to contain and mitigate the risk of high-threat diseases and infectious hazards; to detect and assess emergency health threats and inform public health decision-making; and to respond rapidly and effectively to emergencies under a coordinated Incident Management System. It ensures WHO's work in emergencies is effectively managed, sustainably financed, adequately staffed and operationally ready to fulfil its mission. Its hub-and-spoke structure ensures country-specific and inter-country activities in priority countries.

The European Centre for Preparedness for Humanitarian and Health Emergencies (PHHE) aims at strengthening WHO/EURO Member States' capacities in preparedness for humanitarian and health emergencies through innovative, collaborative and sustainable approaches to capacity building, including through the development and implementation of training opportunities in emergency and disaster risk reduction, the provision of tailored country support in sustainable capacity building, and the facilitation of access to capacity building resources in the Region.

DESCRIPTION OF DUTIES

To provide administrative support in the planning and implementation of financial and human resource management, logistics and functioning of the European Centre for Preparedness for Humanitarian and Health Emergencies (PHHE) to enable a coherent and efficient implementation of the Centre's work plan and mission.

Key duties:

Office management general

• Supports PHHE Centre in planning and implementation of WHO's work by providing of advice and services in human resources management, execution of the programme of work, preparation and oversight of the budget, management of finances, office premises, procurement, security compliance, liaison with other UN Agencies.

• Monitors expenditures of the PHHE Centre and verifies the imprest account inputs before submitting for approval of the Head of Centre and dispatching to FCP/EURO, as applicable.

• Acts as one of the signatories for the PHHE Centre for bank account, as applicable.

Administrative/coordination support to Centre's staff

• Responsible for monitoring and review of programme planning, implementation and evaluation, ensuring compliance with programme budgets (in collaboration with the Finance Assistant and Regional Office), deadlines, reporting cycles, financial controls, and timely update of GSM. Coordinates and consolidates the Centre's contributions to briefing notes and activity reports ensuring timely completion and submission.

• Plans, recommends and implements systems, norms and procedures, in compliance with existing policies for administration of human, financial and material resources, monitoring, control and evaluation of such processes.

• Manages all recruitment and staff administration functions related to the staffing of the PHHE Centre including appropriate work distribution among staff. Coordination and processing of internship applications.

• Liaises with the divisional office in Copenhagen as well as the DAF division to ensure compliance with corporate deadlines as well as adherence to standards and WHO rules and regulations and procedures.

• Assists and advises programme and administrative teams and colleagues on budgetary, financial, human resource, supply/procurement and infrastructure regulations and procedures.

• Manages the PHHE administrative team, provides advice and guidance, and monitors the administrative work progress.

• Prepares and follows up on meetings organized by and/or on behalf of the Centre. Participates as needed to coordinate and/or provide administrative and logistics support, and responds timely to the needs.

• Monitors important deadlines, issuing reminders as appropriate. Establishes and maintains records on on-going collaboration, counterparts and activities of the Centre.

• Provides support in the organization of the Head of the Centre's duty travels and appointments, and coordinates programmes for visitors.

• Drafts general or administrative correspondence on own initiative for the Head of the Centre's clearance and technical correspondence according to instructions given, ensuring that correspondence/documents submitted for the Head of the Centre's clearance/signature are prepared according to WHO rules, practices and procedures, redrafting/correcting and returning to other staff for action as necessary.

• Coordinates and organizes internal induction programme for all new staff at the Centre and ensures they participate in centrally run WHO induction programmes/trainings.

• Monitors the leaves and attendance of PHHE staff and respond to staff queries related to the leave system.

Other

• Provides assistance as required to the Head of the Centre and performs other related duties as required by the supervisor/s.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or equivalent.
Desirable: Technical training courses in office and/or management related areas.

Experience

Essential: At least 8 years of relevant experience. Experience in Oracle-based or other ERP systems.
Desirable: Relevant experience in WHO or another UN agency is an asset.

Skills

Strong organization and office skills, as well as skills in note taking and minutes writing.

Strong skills to work independently.

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

Ability to multitask and work under pressure, in a fast-paced environment.

Ability to identify and manage one's own emotions, as well as helping others to do the same.

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. Expert knowledge of Turkish.
Desirable: Intermediate knowledge of French/German/Russia.

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 22,728 (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 shws@who.int.

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

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