Administrative Assistant

OBJECTIVES OF THE PROGRAMME

The WHO Country Office (WCO) in China aims to effectively build partnership within and beyond WHO such as with UN agencies, the Government of China, and other multilateral and bilateral health partners. As a key function of the WCO, the team is responsible for all communications and external relations functions in support of WHO China activities.

DESCRIPTION OF DUTIES

Under the guidance and direct supervision of the Senior Advisor, Communications and External Relations and the Head of WHO Office (HWO) in China, the incumbent will provide administrative support to ensure smooth functioning of the WCO.Specifically he/she will\:

1. Provide support to the communications and external relations functions of the WCO in China by performing the following\:

• Coordinate and facilitate prompt responses to all media inquiries or media engagements in WCO in China, including maintaining an updated list of media partners, facilitating prompt written or in person media responses, and support the HWO or visiting WHO high-level officials in media engagement under direction of Senior Advisor e.g. arrange logistics for media interviews, request media to provide questions in advance of media interviews, request translation support as required for media interviews and provide media clippings from press coverage, etc.

• Maintain interface with regional office communications functions, including country office webpage maintenance and updates, WPRO photo library, and responding to WPRO communications and/or media requests.

• Utilize WHO systems including Global Management System (GSM) in order to facilitate administrative requests related to communications and external relations.This includes but is not limited to requests for interns, consulting agreements or service contracts, as necessary.

2. Provide support to the management functions of the WCO, by performing the following\:

• Coordinate and facilitate as requested office meetings, e.g. senior management group meeting, professional staff meeting, general staff meeting, technical presentation session and office retreat.

• Provide sound contributions to knowledge networks and communities of practice. Compile and maintain data on the best practices and lessons learnt on coordination.

• Prepare informal translations and act as interpreter, as needed.

3. Serve as the point of contact for China-based WHO collaborating centers.

• Provide general coordination on the needs for new designation, review of existing CCs and redesignation of CCs, in consultation with technical teams in the WCO.

• Coordinate with WHO CCs focal points in HQ and Regional Office, and advice on policies and solutions for related issues.

• Advise government counterparts and WHO CCs in China on up-to-date policies and regulations and operation of the e-CC system.

• Facilitate the submission of annual reports by WHO CCs in China in consultation with technical teams.

• Act as focal point for the WCO Informal Peer Review Group for Scientific Manuscripts, and monitor technical feedback and process.

• Participate in discussion and preparation of reports and proposals for future follow-up and guidance.

4. Provide administrative support for the effective advocacy of UN activities in close consultation with the United Nations Resident Coordination (UNRC) Office and focal points of other UN agencies.

•Coordinate WHO’s representation in UN-wide activities.

• Maintain information on United Nations Country Team, UN Communications Group and United Nations Team Group on Health activities.

• Prepare public information materials as requested.

5. Provide coordination support in the preparation and reporting related tocountry programming processes and products, including China Country Cooperation Strategy (CCS), WHO's involvement in the United Nations Development Assistance Framework (UNDAF) and Millennium Development Goals (MDGs), UN Reform and Aid coordination.

•Assist in the presentation of researched information for preparation of various country programming products and processes related to the above-mentioned areas, and presentation of information/ reports for identification of areas for support and interventions.

•Plan and coordinate the preparation of the China CCS and UNDAF in cooperation with the direct supervisor.

•Monitor and provide assistance to interagency working groups and committees.

6. Provide support to high-level visits, including logistics, agenda and scheduling, among others.

7. Perform other duties as required.

REQUIRED QUALIFICATIONS

Education

Essential\: Graduation from secondary school with thorough training in administrative duties.
Desirable\: Advance courses in programme management and administration.

Experience

Essential\: Over six years' progressive experience in administrative post and/or programme management.
Desirable\: Work experience in WHO or in another international organization.

Skills

Thorough knowledge and understanding of office procedures and broad administrative functions. Ability to prepare substantive correspondence, reports and documentation. Ability to analyze data and source information. Good interpersonal communication skills, tact, diplomacy and versatility. Knowledge of protocol. Ability to work harmoniously as a member of a team, adapt to diverse educational and cultural backgrounds and maintain high standards of personal conduct.

WHO Competencies

Knowing and managing yourself
Communication
Producing results
Teamwork
Moving forward in a changing environment

Use of Language Skills

Essential\:
Desirable\:

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 CNY 275,517 (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.

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

• WHO is committed to workforce diversity.

• WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.

• 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.