Roster Assistant to EXD/ADG and Senior Assistant to Director
This vacancy notice will be used to establish a roster of pre-qualified candidates for the positions of Assistant to ADG/EXD and Senior Assistant to Director in WHO Headquarters. Placement on the roster does not guarantee appointment to a position. Decisions on selection and appointment will be taken through a separate process.
PURPOSE OF THE POSITION
To provide administrative and secretarial assistance to the office of the EXD/ADG/Director to ensure smooth, efficient and effective operations of the administrative functions of the EXD/ADG/Director's Office and the Division/Department as a whole.
DESCRIPTION OF DUTIES
• Ensure smooth running of the EXD/ADG/Director's Office in close collaboration with other administrative and programmatic staff in the Division/Department through the efficient provision of secretarial and administrative support to the EXD/ADG/Director.
• Draft general or administrative correspondence on own initiative for the EXD/ADG/Director's signature and more technical correspondence according to instructions given by the EXD/ADG/Director, ensuring that correspondence/documents submitted for the EXD/ADG/Director's clearance/signature are prepared according to WHO rules, practices and procedures, redrafting/correcting and returning to departments/programmes for action as necessary.
• Analyze incoming matters in the light of background material, instructions, policies and precedents; research and attach background documentation in anticipation of EXD/ADG/Director's queries and information needs; Coordinate presentations to the EXD/ADG/Director of all documents requested of and provided by department's units under his/her responsibility by ensuring that all such documents are logically complied, formatted and assembled in a manner which facilitates the work of the EXD/ADG/Director.
• Create, maintain, update and monitor access to specific EXD/ADG/Director's files and reference system, ensuring accurate and appropriate filing of confidential and sensitive information.
• Screen and receive visitors/telephone calls with tact and discretion, make appointments, redirect visitors/callers as necessary; provide background information concerning purpose of appointments with official visitors and/or staff members; re-arrange schedules disrupted by unexpected events.
• Manage smooth operation of the EXD/ADG/Director's daily agenda; Ensures protocol and exercising tact and discretion with Permanent Missions, counterparts in other UN agencies and other WHO Partners; contact Department units to obtain information and/or request preparation of speeches, briefings etc.
• Coordinate support services for conferences and meetings, monitoring progress of required documentation/information, and coordinating related logistic requirements; For internal meetings organized by the EXD/ADG/Director, prepare agenda and list of participants, ensure that documentation and briefing files are prepared in due time, and attend meetings to take notes and prepare minutes when required.
• Ensure necessary administrative arrangements and briefings for staff and non-staff (i.e. consultants, APWs, etc.) assigned to the EXD/ADG/Director's office and – as required – initiate related actions through GSM.
• Manage and organize all duty travels for the EXD/ADG/Director and staff assigned to his/her office.
• Monitor the work and train support staff within the EXD/ADG/Director's office when necessary and upon delegation supervise such support staff accordingly.
• All other related duties as assigned.
Essential: Completion of secondary school education or equivalent commercial school.
Desirable: Higher education an advantage.
Essential: A minimum of 8 years of experience in secretarial or administrative positions.
Desirable: Several years of experience in a more senior secretarial/administrative position in WHO or other UN organization is desirable. Relevant experience of WHO administrative rules, regulations, procedures and practices, and of its structure is highly desirable. Experience in Oracle-based or other ERP systems an asset.
Strong skills to work independently. Strong organization and offices skills, as well as skills in note taking and minute writing. Sound knowledge and skills using a variety of office and computer packages. Sound knowledge of WHO and/or UN administrative rules and regulations,procedures and practices. The ability to multitask and work under pressure. The ability to exercise discretion at all times in judging the importance, urgency and confidential nature of various issues and tact when dealing with staff and external partners of all nationalities.
• Respecting and promoting individual and cultural differences
• Producing results
• Moving forward in a changing environment
Use of Language Skills
Essential: Expert knowledge of English. Intermediate knowledge of French
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 81,421 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.
• 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.
• WHO has a mobility policy which can be found at the following link: http://www.who.int/employment/en/. Candidates appointed to an international post with WHO are subject to mobility and may be assigned to any activity or duty station of the Organization throughout the world.
• Applications from women and from nationals of non and underrepresented Member States are particularly encouraged.