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Documentation Assistant (English)

Copenhagen

  • Organization: WHO - World Health Organization
  • Location: Copenhagen
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Statistics
    • Administrative support
    • Documentation and Information Management
  • Closing Date: 2024-07-02

OBJECTIVES OF THE PROGRAMME

The Executive Director's division (EDD)together with the Business Operations Division (BOS), provides the vision and leadership through which country offices and technical divisions are supported in the efficient delivery of the General and European Programme of Work(GPW/EPW) and the WHO Programme Budget. It encompasses the enabling functions of resource mobilization, communications, programme and resource management, staff development and learning, and support to governing bodies of the European Region. EDD has overall responsibility for the planning, execution, and evaluation of WHO programmes at the regional and country levels and in strengthening the alignment and joint work across the three levels of the Organization. It is also responsible for the management of corporate resources and the effective and efficient allocation of such resources to achieve the results laid out in the GPW/EPW. The Regional Governance and Languages (RGL) unit contributes to strengthening leadership, governance and advocacy for health by supporting the WHO/Europe governing bodies (the Regional Committee (RC) and the Standing Committee of the Regional Committee (SCRC)) to perform their role in the governance and management of WHO at country, regional and global levels. RGL coordinates and supports preparations related to the meetings of both regional and global governing bodies, enabled through timely provision of quality documentation in the region's official languages. It facilitates linkages from a governance perspective between WHO/Europe Member States, WHO partners and stakeholders, and WHO global leadership and, through geopolitical monitoring, guides WHO/Europe leadership on agendas for governance dialogue. RGL also oversees the implementation of the outcomes of Member State processes on governance reforming a timely, efficient, and cost-effective manner, including the regional implementation of recommendations relating to governance arising from the deliberations of the Executive Board, the Programme, Budget and Administration Committee, and the Agile Member States Task Group on Strengthening WHO’s Budgetary, Programmatic and Financing Governance.

DESCRIPTION OF DUTIES

As part of the Regional Governance and Languages (RGL) unit, to process documentation from initial draft to final product.

Key duties:

·Works on translated/edited/revised drafts of English language versions of documentation for sessions of regional governing bodies and conferences, technical documentation, reports and correspondence from the WHO Regional Director for Europe;

·Proof reading in agreement with the supervisor, improves English texts, ensuring accuracy, readability and clarity; proofreads English documentation, ensuring accuracy, consistency, completeness and conformity with approved WHO style; raises queries for review and resolution by English editor/author(s);

·Contributes to/updates the ENG style notes and Perfect It in conjunction with the Editor; Formatting and layout formats and ensures the correct layout of English governing bodies' documentation using the appropriate templates, including processing of graphic material;

·Finalizes documentation with regard to format and layout;

·Completes final checks of English governing bodies documents as per the standard operating procedures; Managing work flow updates the status of English documents in SharePoint;

·Maintains the workflow, communicating the status of documents to RGL colleagues; raises queries to, and resolves queries from, colleagues in RGL and technical units with regard to the content, status and processing of English language documentation; requests missing information or clarification of instructions as necessary;

·Maintains records of documentation production status, priorities and outstanding queries, for reference and use by the English team in managing their workflow;

·Finalizes English governing body documents for dispatch/publication;

·adheres to regular filing procedures and maintains digital files/folders;

·Creates, maintains, updates and tests English WHO/Europe templates;

·Backup for the Monitoring Assistant (based on agreed priority)monitors the LNG inbox as required and instructed;

·Maintains Outlook tasks, registers and uploads documents into SharePoint, initiates workflows;

·Maintains records of documentation and production status; oversees and updates information in SharePoint to reflect the current status of documents; and performs other duties as required.

REQUIRED QUALIFICATIONS

Education

Essential: Equivalent to graduation from secondary school, supplemented by secretarial and/or language training.
Desirable: Relevant higher education from an accredited institution.

Experience

Essential:

·At least 5 years of progressively responsible experience in the secretarial/administrative field.

·Demonstrated experience in working as part of a team


Desirable:

·At least 2 years ‘experience with documentation processing, such as proofreading and copy editing, or experience in teaching English as a foreign or native language.

·Experience using communication platforms such as SharePoint and editing/proofreading/translation software. Experience in developing templates in Word. Relevant work experience in an international environment or institution, WHO or in the United Nations.

Skills

·Excellent skills in operating documentation processing software.

·Demonstrated speed and accuracy in making revisions.

·Demonstrated language skills in English at mother tongue level.

·Emotional intelligence: 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.
Desirable: Intermediate knowledge of French, 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 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 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.
  • 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.
  • 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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