Assistant to the Executive Director

OBJECTIVES OF THE PROGRAMME

The main objective of the WUN office is to improve, on behalf of all WHO, its engagement with the UN system to better position health in the debates and decisions of UN intergovernmental bodies, to anchor health in the global development agenda and contribute to a coherent and effective UN system at global, regional and country levels. The WUN office supports WHO leadership in health-related humanitarian efforts, including as the Health Cluster Lead, and promotes alliances and interagency approaches to address health issues, and promotes Universal Health Coverage agenda. To achieve the above-mentioned objectives, WUN office directly interacts with all key decision making bodies at UN HQ and pertinent political, economic, social, humanitarian and development groups.

DESCRIPTION OF DUTIES

1. Facilitates the efficient utilization of the Executive Director's time, through development and coordination of a complex calendar of appointments, meetings and other official engagements. Arranges bilateral meetings, with United Nations senior officials, UN partners, Permanent Representatives to the United Nations in New York, NGOs, high government officials and other stakeholders. Rearranges schedules disrupted by unexpected events. Prepares/compiles background materials, obtains bios and takes minutes of meetings as required.

2. Establishes functional communication channels with relevant senior level officials' offices, promotes a positive image of the Organization observing appropriate protocol and exercising tact and discretion. Maintains a database of contacts.

3. Ensures effective and timely follow up on requests for information, briefings and other actions. Liaises with WUN team members on actions to be taken and tracks deadlines. Obtains information on behalf of the Executive Director from various internal and external sources. Researches and compiles information/reports as needed.

4. Keeps track of requests received from Secretary General's office, ensures that these are brought to the attention of the Executive Director, coordinates replies/briefings when needed and ensures deadlines are met.

5. Drafts general or administrative correspondence on own initiative for the Executive Director's signature and more technical correspondence according to instructions given by the Executive Director, ensuring completeness, accuracy, compliance with WHO rules, practices and procedures. Ensures that correspondence and queries are responded to in a timely manner.

6. Analyzes incoming communications in the light of background material, instructions, policies and precedents; ensures that all documents are logically complied, formatted and assembled in a manner which facilitates the work of the Executive Director.

7. Creates, maintains, updates and monitors Executive Director's files and reference system, ensuring accurate and appropriate filing of confidential and sensitive information.

8. Participates in the preparation of conferences and meetings including high-level events related to e.g. United Nations General Assembly and High-level Political Forum, ensures that documentation and briefing files are prepared in due time, prepares presentations using PowerPoint and other software packages on own initiative or on the basis of instructions.

9. Manages and organizes all duty travels of the Executive Director.

10. Initiates, through Oracle/GSM, HR actions, as well as requisitions for the procurement of goods and services. Monitors and records receipt of deliverables, inventory requirements, and initiate and monitor payments as needed.

11. Processes imprest payments, monitors bank transactions, records payments and ensures retention of vouchers and adequate background.

12. Performs other related duties as required or instructed, including providing support to other areas of work.

REQUIRED QUALIFICATIONS

Education

Essential\: High School Diploma with formal training in the commercial or administrative field.
Desirable\: University Degree in business administration, social sciences or related field.

Experience

Essential\: At least 8 years of relevant work experience.
Desirable\: Experience in WHO or other UN agency or international organization in providing a full range of administrative support to a senior executive.

Skills

The incumbent maintains and updates proficiency in the use of modern office technology through in-house courses, on-the-job training or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO. Good knowledge of and ability to operate modern office equipment. Skill in coordinating and organizing the work of others with a good sense of urgency. Ability to act with tact and discretion, observing protocol, diplomatic formalities and etiquette.

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Knowing and managing yourself
Producing results

Use of Language Skills

Essential\: Expert knowledge of English.
Desirable\: Intermediate knowledge of French.

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 USD 49,412 (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.