Administrative Associate (Protocol)

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 staffwellness 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 part of the Administrative Services & Conferences Unit (ASC), the incumbent provides support and services to WHO personnel in Denmark in the areas of protocol services, privileges and immunities. Under the direct supervision of Regional Administrative Services Manager, the incumbent will:

• Prepare letters and applications for long-term visas for international personnel and/or their family members; prepare documents and submissions for issuance/renewal of residence permits/IDs for WHO personnel and family members; prepare documents and submissions for the registration of locally recruited personnel with MOFA; liaise with requestor(s) and follow through with Danish Ministry of Foreign Affairs (MOFA) and/or Danish embassies/consulates, to ensure timely issuance or renewal of visas/residence permits/IDs.
• Maintain filing systems and ensures updated information; Keep records of visas/MFA ID cards and alert personnel in time for renewal of residence permits/IDs. Generate periodic reports on status/progress of cases
• Update staff information database for timely submission of report on WHO personnel and dependent family members, to UN and/or authorities as instructed by supervisor
• Assist supervisor in liaising with MOFA and other government agencies (Customs, Health authorities,Motor Agency, citizen services & various related government departments) on relevant matters concerning diplomatic privileges and immunities
• Maintain relevant information on MOFA procedures and Host Country Agreement on EURO intranet. Manage and continuously update the ASC orientation online portal with comprehensive information for new personnel relocating to Denmark
• In close coordination with HR, divisions and relevant teams, provide administrative assistance for new personnel in areas such local orientation, privileges and immunities, residence matters, rental leases, vehicle, banks, schools, as needed. Provide same support and follow up with personnel on departure
• Provide in-depth briefing to personnel, and/or answer queries on relevant entitlement and procedures. Bring complex matters to the attention of supervisor
• Organize packing and outgoing shipments of household goods and personal effects for staff members opting WHO assisted shipment on relocation from Denmark; prepare documentation, obtain and review quotations from the forwarding agents and make appropriate recommendations; verify invoice, make instruction for payments and evaluate the services provided by the movers
• Assist with customs clearance for eligible staff's relocation shipment to Denmark, as well as the Regional Office's official imports/exports. These may include preparing documentation, monitoring the EURO inbox and follow through with authorities to ensure exemption of customs duties and taxes as per Host Agreement.
• Assist with certifying eligible staff's duty-free purchases from authorized vendors as per Host Agreement.
• Prepare certificates, facilitation letters and/or relevant documents upon staff requests; provide support and/or documents for ad hoc requests received from personnel for assistance with local Police, MOFA, Immigration, Customs for any official business in Denmark
• Provide data, when required, to EURO focal point on VAT reimbursement to eligible staff in Denmark
• Act as EURO focal point for UN Laissez Passer/UN certificate/UN family certificate, approve requests, handle receipt, dispatch, distribution and return of documents on separation
• Assist in processing visa support letters to facilitate official travels to Denmark
• Monitor the EURO inbox, reply to routine messages such as visa inquiry from embassies, refer any relevant emails to the respective units
• When required, participate in UN City MOFA group meetings,and follow up on common issues
• Provide backup support within the unit and perform other related duties as required or assigned by supervisor.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education.
Desirable: University degree is an asset.

Experience

Essential: At least eight years' work experience in administrative support or services. Experience working with governmental practices and policies in Denmark on matters of protocol, privileges, immunities, etc.
Desirable: Relevant experience working in WHO or the UN system.

Skills

Essential: Very good knowledge of Word and Excel, photo software etc. Ability to effectively liaise with governmental agencies and organizations with tact and discretion. Proactive, service-oriented and demonstrating resourcefulness and judgment. Sound judgment, integrity and tact when dealing with others. Ability to meet work deadlines in a timely manner and to work independently in a team environment. Ability to communicate effectively with staff at all levels, adapt to diverse educational and cultural backgrounds and maintain a high standard of personal conduct. Emotional intelligence; Ability to identify and manage one's own emotions, as well as helping others to do the same.

Desirable: Good knowledge of SharePoint

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Knowing and managing yourself
Producing results

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Danish.
Desirable: Intermediate knowledge of French. Intermediate knowledge of Russian, German.

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 369,937 (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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