Team Assistant - G5 Roster

Objectives of the Programme:
The objective of the Division of Business Operations (BOS) is to support the work of WHO in the European Region through delivery of services within the areas of human resources, finance, contracting and procurement, legal advice, information & communications technology, printing, security, facilities management, fixed assets, conference support, travel and transport, and staff wellness and well-being. As an enabling function, the division enhances the productivity of the health technical programmes and country offices while at the same time overseeing accountability, transparency and compliance with WHO administrative rules and regulations. The BOS division strives to strengthen the capacity of WHO/Europe to react in an agile way to external and internal

changes. The division projects are designed to increase productivity, ensure financial sustainability of the region’s structures, reinforce a client-oriented culture, strengthen country office capacities, and drive strategic initiatives to enhance staff motivation and well-being.

The purpose of the Administrative Services and Conferences (ASC) unit is to deliver efficient, cost effective and responsive support through a service-oriented approach for the day-to-day operations of EURO. Responsibilities include: Infrastructure - premises & facilities, office space, asset management; Logistics - travel, transport, mail & shipment, conferences, printing, records; Administrative services - office supplies, records, protocol, privileges, and security.

DESCRIPTION OF DUTIES

As Team Assistant, the incumbent will ensure the smooth flow of work as related to administrative activities, coordinating actions with other support staff in the Unit and in consultation and collaboration with the Assistants to other Heads of Unit and Director.

GENERAL

• Receive visitors and telephone calls with tact and discretion and acts according to the nature and urgency, including redirecting as appropriate.
• Provide background information for appointments with visitors and/or staff.

CORRESPONDENCE

• Reviews all correspondence received including those via the Unit's generic inboxes.
• Analyze incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of the responsible officer's needs, or redirecting them as appropriate; identify and highlight incoming documents and attach background information and identify areas requiring action by team members, drawing their attention to specific items.
• Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.
• Draft general or administrative correspondence on own initiative or as per instructions. Verify that outgoing correspondence, reports and documents are presented in line with WHO standards, rules, procedures and department styles, check language, grammar and accuracy, edit and correct them as necessary prior to submitting for signature and clearance.

HUMAN RESOURCES

• Ensure the timely appointment/renewal of contracts, initiating requests for temporary and fixed-term staff in the HR Action Plan.
• Arrange and follow through onboarding and induction of new team members, provide training/briefing to new team members on administrative matters and procedures.
• Act as the Unit’s Leave Administrator, check team attendance records against system records, collect and verify flex-time sheets before submitting for supervisors’ signature and filing, follow up in case of discrepancies, take action during team members’ long absence or when access is not available.

PROCUREMENT

• Initiate contracts for consultants, Agreements for Performance of Work (APW), and other contract modalities.
• Monitor and record receipt of deliverables and initiate and monitor payments as needed.
• Initiate requisitions for goods procurement, and monitor and receipt of deliverables.

BUDGET & FINANCE

• Assist with the maintenance of the Unit`s workplan/budget; including the monitoring and progress review of the project, task budget ceilings, award budget, expenditure and funds available, as required; provide Unit members with timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required.
• Monitors income and expenditures for planning purposes. Promptly follows-up on financial, budgetary and any outstanding issues concerning the team/department, including ensuring timely processing of committal documents.
• Assists in the preparation of financial and technical progress reports.

INFORMATION MANAGEMENT

• In close collaboration with other team members, create and/or maintain filing systems; continual review of filing system to ensure information is up to date and effectively and efficiently used.
• Obtain documents and information from in-house and external sources as required; perform information searches as requested.
• Assist in the production of brochures for internal use. Maintain/update ASC pages on the WHO/EURO Intranet.

MEETING ADMINISTRATION

• Arrange, coordinate and lead administrative preparation for the Unit’s meetings, retreats, seminars, workshops, including letters of invitation, costs calculation and travel requests; assist with preparation of briefing files and documents, dispatching of materials and liaising with participants and others involved.
• Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions.
• Schedule weekly team and ad hoc meetings, according to schedules and need; taking and preparation of minutes.

TRAVEL

• Coordinate team members’ quarterly travel plans for approval by Head of Unit and Director.
• Prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files/briefings and deal with other related matters as requested or on own initiative.

OTHER DUTIES

• Perform other related duties as required or instructed, including providing support to other areas of work

WHO Competencies:

1) Teamwork

2) Respecting and promoting individual and cultural differences

3) Communication

4) Knowing and Managing Yourself

5) Producing Results

Functional Knowledge and Skills:

Essential:

• Competence in Microsoft Word, PowerPoint, Excel, email, and SharePoint.
• Strong skills to work independently. Strong organization and office skills, as well as skills in note taking and minute writing.
• Sound knowledge and skills using a variety of office and computer packages.
• Sound knowledge of WHO and/or UN administrative rules and regulations, procedures and practices.
• The ability to multitask and work under pressure.
• The ability to exercise discretion at all times in judging the importance, urgency and confidential nature various issues and tact when dealing with staff and external partners.
• Emotional intelligence;
• Ability to identify and manage one’s own emotions, as well as helping others to do the same.

REQUIRED QUALIFICATION

EDUCATION

Essential: Completion of secondary school education.

Desirable: University degree or professional training in an area relevant to the position.

Experience:

Essential: At least five years of work experience in secretarial or administrative positions.

Desirable: Experience in the UN system or an international office environment. Experience in an Oracle-based or other ERP systems.

Use of Languages Skills:

Essential: English

Desirable: French, Russian, German, Danish

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 DKK 344,273 (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 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 E-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 workforce . 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(https://www.who.int/about/who-we-are/our-values) 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 short-listed candidates.

·WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

·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. For external applicants, only those who are expected to complete the term of appointment will normally be considered.

·For information on WHO's operations please visit: http://www.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.

·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

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