By continuing to browse this site, you agree to our use of cookies. Read our privacy policy
  • Organization: WHO - World Health Organization
  • Location: Skopje
  • Grade: GS-5, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2019-07-28

What does it mean?

Click "SAVE JOB" to save this job description for later.

Sign up for free to be able to save this job for later.

Administrative Assistant, MKD

Skopje (Macedonia)

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. All of WHO actions are based on this and rooted 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, prioritising 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 WHO Country Office is an integral part of the WHO Regional Office for Europe. Its main role is to facilitate and coordinate all WHO activities at country level. This is done through facilitating the implementation of the Biennial Collaborative Agreement with the country and its corresponding work plan. The WHO Country Office maintains good working relations and ensures a two way flow of information exchange between the country and WHO.

DESCRIPTION OF DUTIES

To perform a variety of secretarial, coordinating, monitoring and administrative services, as part of the WHO Country Office team in the Republic of North Macedonia.

The incumbent performs the following duties\:

--> Drafts correspondence and documents in consultation with the Head of Office. 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.
--> 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
--> Maintains financial records for the Country Office; prepares and submits financial reports to WHO/EURO; completes cash/advance reconciliations; manages the Country Office e-Imprest account and petty cash.
--> Using GSM, monitors aspects of the implementation of country activities and availability of funds for project/programme budget levels and financial expenditures, according to the approved country work plan. Assembles draft background for planning, monitoring and evaluation exercises.
--> 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, and arrangements of study tours and duty travel in accordance with the approved programme budget/collaborative programmes with the country.
--> 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, and pays per diem to participants as appropriate (not obligatory). Prepares reports to ensure all activities are well documented as well as administrative reports.
--> 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, 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.
--> 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 Head of Office and organizes programmes for visitors.
--> 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.
--> 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\: Equivalent to graduation from secondary school or equivalent technical or commercial school
Desirable\: Higher education degree.

Experience

Essential\: At least 5 years of progressively responsible experience in the secretarial/administrative field.
Desirable\: Experience within UN and/or WHO.

Skills

Secretarial/administrative training, or equivalent work-related experience, including typing and proven skills on standard office software and note taking. Basic training in accounting principles. Work with computerized systems and databases.

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Ensuring the effective use of resources

Use of Language Skills

Essential\: Expert knowledge of English. Intermediate knowledge of Local language.
Desirable\: Intermediate knowledge of WHO/EURO lang.

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 EUR 20,406 (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.
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
Apply

What does it mean?

Click "SAVE JOB" to save this job description for later.

Sign up for free to be able to save this job for later.