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Programme Assistant/Assistant to Director - for Roster purposes

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:
    • Operations and Administrations
    • EU/DAF Division of Administration and Finance
  • Closing Date: Closed

PURPOSE OF THE POSITION

This Vacancy Notice is issued to serve as a mechanism to establish a G5 Roster for the generic positions of Programme
Assistant and Assistant to Director, as they become available.

DESCRIPTION OF DUTIES

PROGRAMME ASSISTANT\:
As part of a unit team, the incumbent performs a variety of secretarial, coordinating, monitoring and administrative services in
support of project/programme activities. Typically, the incumbent performs the following duties\:
- Drafts correspondence and documents based on written/verbal prompts from the Professional staff of the unit. Independently
composes and finalizes correspondence of administrative nature. Revises unit correspondence, reports, and documents for
proper form and (non-technical) content. Provides rough translation or synopsis of incoming mail, and drafts from standard texts
and phrases outgoing correspondence in a second working language. Takes notes at meetings Types reports and other
documentation. Arranges duty travel.
-Scans, records, refers and follows up correspondence and documents, evaluates the urgency or critical nature of items, and
brings 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 country and inter country activities and availability of funds for
project/programme budget levels and financial expenditures, according to the approved inter country and country projects.
Assembles draft background for planning, monitoring and evaluation (including mini-review) exercises. Inputs duty travel
recommendations and issues reminders re follow up, records project/programme monitoring and evaluation notes.
-Makes the administrative arrangements for country and inter country activities with regard to preparation of various committal
documents related to procurement of goods and services, and arrangements of study tours and duty travel in accordance with the
approved programme budget/collaborative programmes with countries.
-Assists in the organization of meetings held in-house or in Member States (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 if required. Prepares administrative reports.
-Establishes and maintains the unit's filing system of technical documents and correspondence. Creates background files and
compiles reference material as appropriate. Accesses and retrieves information from relevant databases and updates as required.
-Responds to and acts on telephone enquiries. Assesses the critical nature of technical enquiries and refers them to appropriate
staff for reply. Coordinates appointments for supervisor and organizes programmes for visitors.
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.

ASSISTANT TO DIRECTOR\:
Under the general supervision of the Director, the incumbent performs a wide range of administrative and secretarial duties
requiring a high degree of autonomy and judgement to enhance communication and to ensure coordination of activities within the
department.
Secretarial/Administrative -
1) Prepares on own initiative or at the request of the Director correspondence, documents; assists/advises units in preparing
outgoing correspondence and makes informal translations of incoming correspondence; types correspondence, forms or
documents from dictated, handwritten or taped material, correcting language and content where appropriate; prepares and signs
routine correspondence; takes and transcribes notes/minutes at various internal meetings.
2) Participates in the preparation of internal meetings by preparing background material, attending such meetings and taking
notes as required; schedules, attends and takes notes at regular programme reviews (mid-term and other reviews), when
required briefs staff on preparation for reviews; organizes Divisional meetings.
3) Supports Director's duty travel and/or attendance at meetings by preparing full background/briefing files and, where
necessary, prepare background for Director's speeches and types such speeches; makes all arrangements for Director's duty
travel, and ensures timely distribution of duty travel report.
4) Screens, prioritizes and routes incoming mail addressed to Directors; checks background, reviews and clears outgoing
correspondence prepared by units for the Director's signature, ensuring presentation in conformity with WHO programmes and
policies, rules and office procedures, official addresses and use of official languages.
5) Creates, maintains and uses filing, reference and follow-up systems for work of Director's office, which includes\: maintaining
an up-to-date list of staff in the Department; Director's deadlines, as well as monitoring and following-up deadlines issued by
Director, RDO, and other divisions/units; anticipates Director's needs and obtains/researches appropriate material.
6) Maintains Director's diary, timing appointments to make best use of time available; using discretion screens telephone calls
and answers queries making use of knowledge of programmes of the department; receives and makes programmes for official
visitors; makes arrangements for official lunches, dinners and receptions on behalf of Director, as required.
7) Monitors Director's funds on GSM.
Assistance to Division -
8) Assists the Administrative Assistant to maintain and monitor salary workplan(s).
9) Assists the Administrative Assistant, in updating GSM records based on decision taken by the Director.
10) Assists in the organization of external meetings.

Miscellaneous -
11) Performs other 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 one year’s experience in
in an international environment such as\: WHO/UN, governmental/public, intergovernmental organizations and/or nongovernmental
organizations.

 

Use of language skills

Essential\: English - excellent (mother tongue/advanced level) knowledge.
Desirable\: Russian, German or French - working (intermediate level) knowledge.

Skills

Specific skills required\:

Essential\:
Proficiency in the use standard office computer software, note taking and operation of computerised systems and databases.
Competencies required\:
1) Communicating in a credible and effective way - The incumbent must be able to express him/ herself clearly and in a structured
and credible manner, ensuring appropriate information sharing within the programme/organization.
2) Knowing and managing yourself - Manages ambiguity and pressure in a self-reflective way. Uses criticism as a development
opportunity. Seeks opportunities for continuous learning and professional growth.
3) Producing results - The incumbent must be able to work independently to deliver quality results.
4) Fostering integration and teamwork - The incumbent must see him or herself as a team member and work accordingly toward
common goals.
5) Respecting & promoting individual & cultural differences - The incumbent must be willing and able to work in a multi-cultural
environment, open to ideas and values which may differ from those of incumbent.
Personal qualities\:
The incumbent must possess a cooperative spirit, flexibility and openness to new ways of working, be willing and able to work in a
team of staff with mixed skills, sharing information, assignments and tasks to ensure achievement of shared goals. The incumbent
must be suitable for work in an international environment; be able to establish and maintain good working relationships with staff
members and national/international contacts. Since the incumbent is often the first point of contact with enquirers both from within
and outside the Organization, tact, discretion and courtesy are essential personal attributes.

REMUNERATION

DKK 312141 (Net of Tax) at single rate
This vacancy is now closed.
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