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Programme Assistant, Health Informatics and Information Systems

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:
    • Public Health and Health Service
    • Administrative support
    • Information Technology and Computer Science
    • Project and Programme Management
    • EU/DIR Information, Evidence, Research and Innovation
  • Closing Date: Closed

OBJECTIVES OF THE PROGRAMME

The programmes covered in the area of Information, Evidence, Research and Innovation include, but are not limited to, health information, integrated databases, evidence for health policy, science and research, innovations, e-Health, IT technology and health markets, documentation services, knowledge management and sharing, web contents, library services.The Division of Information, Evidence, Research and Innovation is at the service of the Organization to facilitate intelligence production as a corporate function. The division provides Member States and EURO staff with reliable health intelligence derived from health information and knowledge that is evidence based. It coordinates the health information, evidence, research and innovation and facilitates collaboration within and outside the Organization.Specifically, the tasks entail technical coordination (to ensure synergy and added value in line with the Divisional strategy and plan of action) and support to the Programme Managers to develop their specific technical programmes (to ensure each programme is evidence based and coordinated with others in the Division and where relevant the programmes in other Divisions). The Division is responsible for ensuring coordinated, effective and relevant technical support to the Member States.

DESCRIPTION OF DUTIES

As part of two unit teams who work in areas of health technology, health information, eHealth and innovation, the incumbent performs a variety of secretarial, communication, coordinating, monitoring, and administrative services in support of project/programme activities. Typically, the incumbent performs the following duties\:Enters content in the EURO Health Information Gateway, EURO intranet, and units' social media channels. Provides administrative support when hosting of online and physical events for both units. Maintains internet-based data and document repositories for both units. Under guidance from unit leaders, performs basic presentation development and graphic design activities. Supports the Unit Leaders in activities related to promoting and explaining the technology-related products of both units, offering of trainings in content provision to internal and external audiences. 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. Takes and transcribes from dictation, recordings and handwritten drafts. 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 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 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 Technical Services Agreements (TSA) and Agreements for Performance of Work (APW), recruitment of consultants and temporary advisers, designation/re-designation of collaborating centres, 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 as appropriate (not obligatory). 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. Provides Registry archives with purged master files containing key documents for official record purposes.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.

REQUIRED QUALIFICATIONS

Education

Essential\: Completion of secondary school or equivalent
Desirable\: Higher education from an accredited institution. A degree related to information technology or information management.

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 non-governmental organizations

Desirable\: Any of the following\: Experience in organizing small and large scale events, graphic design, communications/promotions/campaigns, competency in using social media in a corporate context, , provision of basic trainings in how to use technical tools.

Skills

Proficiency in the use standard office computer software, note taking and operation of computerised systems and databases.

WHO Competencies

Communication
Moving forward in a changing environment
Producing results
Teamwork
Respecting and promoting individual and cultural differences

Use of Language Skills

Essential\: Expert knowledge of English.
Desirable\: Intermediate knowledge of French,German or Rus.

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 317,138 (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 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.
  • Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
  • WHO is committed to workforce diversity.
  • WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
  • This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
This vacancy is now closed.
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