Team Assistant

OBJECTIVES OF THE PROGRAMME

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 Division of Information, Evidence, Research and Innovation (DIR) is to facilitate the generation, dissemination and use of health information and research evidence as a corporate function of the World Health Organization (WHO). The Division catalyzes this function through the WHO European Health Information Initiative (EHII), which is a multimember network fostering an integrated, harmonized health information system for the entire WHO European Region to strengthen evidence-informed policy-making. The EHII is the key regional mechanism for implementing the Resolution and Action Plan to Strengthen the Use of Evidence, Information and Research for Decision-Making in the WHO European Region in line with the Health 2020 policy framework and contributing to the achievement of the Sustainable Development Goals.

Within DIR, the main tasks of the LLP unit are to support the production of document for the Governing bodies meetings; to edit and translate the correspondence of the Regional Director and ensure the availability of web corporate materials in the official languages.

DESCRIPTION OF DUTIES

The aim of this post is to provide administrative support to the Head, LLP and coordinate various administrative activities for the LLP unit, monitor the workflow of the documents and administrate the existing documentation management system.

Key duties\:

1. Check incoming editing and translation requests for readiness and suitability for processing according to established procedures and criteria, and take appropriate action in consultation with the Head, LLP;

2. Maintain a unified tracking system for the unit\: log incoming requests, track production (both of work being processed within the unit and, in liaison with the LLP Outsourcing Assistant, of work that has been outsourced), monitor and respond to requests concerning the progress of documentation production, and record the delivery of the finished products;

3. Distribute the work among the language teams and to freelancers;

4. Maintain and use filing, reference and follow-up systems for the unit's work;

5. Archive RC and SCRC documents;

6. Schedule team meetings, prepare and disseminate minutes;

7. Act as leave and attendance clerk for the unit;

8. In the absence of the Outsourcing Assistant, generate committal documents for the unit (POs, APWs, payment requests, HRAPs etc.);

9. Arrange the Head, LLP official duty travel, when necessary prepare comprehensive background files, briefing notes, etc.;

10. Assist the Head, LLP with preparation of internal communications, action memos, presentations, trainings for the technical units, documentation plans;

11. Respond to and act on staff requests for LLP-related information, assess the critical nature of inquiries and redirect enquiries as appropriate;

12. Maintain an overview of deadlines for different activities and/or projects under the remit of the LLP unit;

13. Perform other duties as required.

REQUIRED QUALIFICATIONS

Education

Essential\: Completion of secondary school education or equivalent.
Desirable\: Relevant higher education in languages or a related area of studies.

Experience

Essential\: At least 5 years of progressively responsible experience in the secretarial/administrative field.
Desirable\: Experience in an international environment or institution .Relevant UN/WHO experience in language services/documentation workflow monitoring.

Skills

High level of attention to detail, good understanding of the editing and translation workflow and an ability to learn fast. Ability to exercise high level of diplomacy and flexibility. Excellent interpersonal and communication skills. Proficiency in the use of modern office software packages such as MS Office (Word, Excel, PowerPoint, Outlook, etc.) and standard office equipment. Knowledge of SharePoint at the level of site administrator. Good working knowledge of GSM (or other Oracle based ERP systems) is desirable.

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.

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.

• Staff members in other duty stations are encouraged to apply.

• 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.