Programme Assistant

OBJECTIVES OF THE PROGRAMME

The mission of WHO's Health Emergencies Programme (WHE) is to help countries, and to coordinate international action, to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies. Within WHE, the Health Security Programme (HSP) contributes to strengthening Türkiye’s health security through integrated preparedness and response to epidemic threats of all origins in line with international standards, as well as improving capacities for threat detection, outbreak identification, management, communication including communicable disease case diagnosis, reporting and epidemic intelligence through Field Epidemiology Training Program (FETP), and in line with the needs of Early Warning and Response System (EWRS).

DESCRIPTION OF DUTIES

To perform a variety of secretarial, coordinating, monitoring and administrative services, as part of the WHO Country Office team in Türkiye under the Health Security Project in Türkiye. The incumbent performs the following duties:

• Drafts correspondence and documents in consultation with the Project Professional Staff. Independently composes and finalizes correspondence of administrative nature. Revises correspondence, reports, and documents for proper form and (non-technical) content. Takes notes at meetings. Types reports and other documentation. Arranges duty travel. Acts as informal interpreter/translator when required.

• Scans, records, refers and follows up correspondence and documents, evaluates the urgency or critical nature of items, and bringing 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.

• Using GSM, monitors aspects of the implementation of project activities and availability of funds for project/programme budget levels and financial expenditures, according to the approved project work plan. Assembles draft background for planning, monitoring and evaluation exercises. Inputs duty travel recommendations and issues reminders for follow up, records project/programme monitoring and evaluation notes.

• Makes administrative arrangements for country and intercountry activities including preparation of various committal documents related to the procurement of goods, standard contracts (APW, DFC, etc) as per the established EURO guidelines, and services, arrangement of recruitment of consultants, and duty travel in accordance with the approved programme/project budget.

• Assists in the organization of meetings held in-the country (working groups, seminars/courses, workshops, and symposia), i.e.: makes general administrative preparations, including organization of practical local arrangements and advance transport of documents/equipment; arranges hospitality as appropriate. Provides administrative and secretarial support during the meetings, and pays per diem to participants as appropriate (not obligatory). Prepares reports to ensure all activities are well documented as well as administrative reports.

• Establishes and maintains the filing system of technical documents and correspondence. Creates background files and compiles reference material as appropriate. Establishes and updates a proper computerized information system on on-going collaboration, counterparts. Accesses and retrieves information from relevant databases and updates as required.

• Responds to and acts on enquiries in a timely manner. Assesses the critical nature of technical enquiries and refers them to appropriate staff for reply. Coordinates appointments for supervisor and organizes programmes for visitors.

• Maintains WHO documentation modules (if applicable) and all WHO documentation in consultation with the WHO Documentation Centre as applicable: ensures that information is properly disseminated.

• Provides briefing and guidance to general service and professional staff on general office practices and procedures; assists/replaces colleagues in the team and performs other related duties as required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school or equivalent.

Desirable: Relevant higher education from an accredited institution.

Experience

Essential: At least 5 years of progressively responsible experience in the secretarial/administrative field, including some experience with finance.

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. Basic understanding of accounting principles.

WHO Competencies

Teamwork

Respecting and promoting individual and cultural differences

Communication

Producing results

Knowing and managing yourself

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Turkish.

Desirable: Intermediate knowledge of German/Russian/French.

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 18,778 (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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