Administrative Assistant (Brussels)

All Member States of WHO in the European Region share the common value of the highest attainable standard of health as a fundamental human right.All of WHO actions are based on this and rooted in the underlying value of equity as described in the General Programme of Work.

The 13th General Programme of Work defines the mission of WHO as one to promote health, to keep the world safe, and to protect the vulnerable. The GPW calls for heightened accountability, prioritizing impact and outcome at country level, and to improve the lives of three billion people, through universal health coverage, through addressing health emergencies, and promoting healthier populations.

WHO's mandate revolves around six core functions\: (i) providing leadership on global health matters; (ii) shaping the health research agenda; (iii) setting norms and standards; (iv) articulating evidence-based policy options; (v) providing technical support to countries; and (vi) monitoring and assessing health trends.

The European Region (EURO) of WHO is made up of 53 countries, with over 880 million people. The diversity of people and health situations requires, on the demand side, a solid understanding of the emerging socio-economic, epidemiologic and demographic patterns and trends at both aggregate as well as national and sub-national levels, with due sensitivity to disadvantaged populations and vulnerable segments of the society. On the supply side, it is equally crucial to have a solid understanding of the commonalities and divergences of the health systems, the circumstances and political economy under which they have evolved and operate and, more specifically, how these bear upon the way the health system stewardship function of health ministries is carried out.

The Objective of the European Observatory on Health Systems and Policies (Observatory) is to support and promote evidence-based health policy-making through comprehensive and rigorous analysis of the dynamics of health care systems in Europe and by engaging directly with policy-makers.

The Observatory monitors health systems and policies in each of the countries in the WHO European Region; produces analytical and comparative studies on key health system and policy issues, compares trends across countries and develops sound methodologies for assessing health system performance. It engages with policy-makers using a wide range of knowledge brokering tools to make its findings accessible and understandable. This should facilitate the uptake of evidence and foster evidence-based decision-making in countries.

DESCRIPTION OF DUTIES

To perform a variety of secretarial, coordinating, monitoring and administrative services, to support the European Observatory on Health Systems and Policies team, Director and senior staff in Brussels, Belgium.

As part of a team the incumbent performs a variety of secretarial, coordinating, monitoring and administrative services to ensure the efficient daily running of the Observatory and in support of project/programme activities.

Typically, the incumbent performs the following duties\:

1. Drafts correspondence , documents and maintains the diary of Director OBS/ other senior staff. . Independently composes and finalizes correspondence of administrative nature. Revises correspondence, reports, and documents for proper form and (non-technical) content. Takes notes at meetings. Types reports and other documentation. Arranges duty travel. Acts as informal interpreter/translator when required.

2. 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 Director OBS and responsible staff. Informs and reminds responsible staff of follow-up dates and deadlines for response or specific actions, supplying supporting material as appropriate.

3. Under the supervision of the Administrative officer serves as the focal point for human resources related tasks.

4. Makes administrative arrangements for country and intercountry activities with regard to preparation of standard contracts (APW, DFC, etc.) as per the established EURO guidelines, recruitment of consultants and temporary advisers, designation/redesignation of WHO Collaborating Centres / hubs, and arrangements of study tours and duty travel in accordance with the approved programme budget/collaborative programmes with the country and partners.

5. Assists in the organization of meetings held in-the country (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.Prepares reports to ensure all activities are well documented as well as administrative reports.

6. Establishes and maintains the filing system of technical documents and correspondence. Creates background files and compiles reference material as appropriate. Establishes and updates a proper computerized information system on on-going collaboration, counterparts, WHO Collaborating Centres / hubs, activities of other international organizations. Accesses and retrieves information from relevant databases and updates as required. Responsible for sending information to WHO/EURO on a regular basis.

7. Responds to and acts on telephone enquiries in a timely manner. Assesses the critical nature of technical enquiries and refers them to appropriate staff for reply. Coordinates appointments for the Director OBS/other senior staff and organizes programmes for visitors.

8. Maintains WHO documentation modules (if applicable) and all WHO documentation in consultation with the WHO Documentation Centre as applicable\: ensures that information is properly disseminated.

9. 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

Experience

Skills

WHO Competencies

Use of Language Skills

REMUNERATION

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.

• For information on WHO's operations please visit\: http\://www.who.int.

• 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.