Administrative Assistant

OBJECTIVES OF THE PROGRAMME

The Division of the Regional Director (RDD) provides the visionary leadership and, together with BOS, supports the Country Offices and all the other Divisions in the efficient delivery of the EPW through agile transformation and implementing WHO Value Charter. RDD has the overall responsibility for the planning, execution and evaluation of WHO programmes at the regional and country levels and in strengthening the alignment and joint work across the three levels of the organization. It is the safeguard of the WHO Values Charter. It encompasses the enabling functions of resource mobilization and alliances, external relations and communications, and support to governing bodies of the European Region, in addition to organization development, staff development and learning, and transformation. It also specifically includes the representative function of WHO with the institutions of the European Union, the EURO Ombudsman who reports directly and independently to the Regional Director, and the committee on staff health and wellbeing.

The European Observatory on Health Systems and Policies is at the forefront of international evidence generation and knowledge brokering for health policies and systems. Its mission is to support and promote evidence-informed health policy-making through comprehensive and rigorous analysis of the dynamics of health systems and policies in Europe. The Observatory's aim is to generate evidence and broker knowledge so that policy makers can take better health systems decisions and improve population health. Its objectives include:

--> Describing and analysing health systems and the changes they undergo;

--> Mapping trends and making comparisons (including with relevant countries outside Europe) to support European policy making;

--> Mobilizing experience from practice across Europe to give insights into policy issues;

--> Working in partnership with governments, international organisations, academics, policy-makers and practitioners to provide evidence and evidence-informed policy options to national and European policy-makers;

--> Employing (and developing) a range of knowledge brokering tools to communicate effectively with policy-makers;

--> Feeding evidence into the wider health policy debate.

The Observatory is a partnership hosted by the WHO Regional Office for Europe. It includes the Governments of Austria, Belgium, Finland, Ireland, Norway, Slovenia, Sweden and the United Kingdom; the Veneto Region of Italy; the French National Union of Health Insurance Funds (UNCAM); the World Health Organization; the European Commission; the World Bank; the London School of Economics and Political Science (LSE); and the London School of Hygiene & Tropical Medicine (LSHTM). The Observatory consists of a Steering Committee, senior management team and staff. Its core Secretariat is in Brussels and it has offices in London at LSE and LSHTM and Berlin (TUB).

DESCRIPTION OF DUTIES

Under the managerial oversight of the Administrative Officer of the observatory, the incumbent will provide a well-rounded portfolio of logistics and operations support services, this includes the transport, customs clearance, delivery, as required. to support the European Observatory on Health Systems and Policies team, its Director and senior staff in Brussels, Belgium.

Key duties:

1. Drafts correspondence and documents based on written/verbal prompts from the technical staff of the OBS. Independently composes and finalizes correspondence of administrative nature. Revises unit correspondence, reports, and documents for proper form and (non-technical) content. Takes notes at meetings. Prepares presentations using PowerPoint and other software packages as instructed or requested. Types reports and other documentation.

2. Maintain Director's agenda and calendar by scheduling meetings and/or rescheduling owing to disruption by unforeseen events, redirects visitors and callers as necessary; Ensure effective and timely follow up on meetings, referring items to team colleagues as required and on requests for information, briefings and other actions, emanating from the office of the Director, liaising with units/teams, as appropriate. Provide background information for appointments with official visitors and/or staff members.

3. Scans, records, refers and follows up correspondence and documents, evaluates the urgency or critical nature of items, and brings 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. Oversee and monitor requests for information from the Regional Officer, screening, sorting, and identifying areas requiring action by the Director, Coordinator and Administrative Officer.

4. Makes administrative arrangements for country and inter country activities including preparation of various committal documents related to procurement of goods and services, arrangements of study tours and duty travel in accordance with the approved programme budget/collaborative programmes with countries.

5. Assists in the organization of meetings held in-house or in Member States (working groups, seminars/courses, workshops, and symposia), i.e.: makes administrative preparations, including organization of practical local arrangements, advance transport of documents/equipment and hospitality. Provides administrative and secretarial support during the meetings and pays per diem to participants if required. Prepares administrative reports.

6. Establishes and maintains the unit's filing system of technical documents and correspondence. Creates background files and compiles reference material as appropriate. Accesses and retrieves information from relevant databases and updates as required.

7. Responds to and acts on telephone enquiries. Assesses the critical nature of technical enquiries and refers them to appropriate staff for reply. Coordinates appointments for supervisor and organizes programmes for visitors.

8. Using GSM/Oracle, prepares travel requests for official WHO travel. Makes flight and hotel reservations, prepares travel files and deal with other related matters as requested or on own initiative.

9. Provides briefing and guidance to all staff on general office practices and procedures; assists/replaces colleagues in the team.

10. Performs other related duties as required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school or equivalent.
Desirable: Relevant higher education or post-secondary school courses in a field relevant to the position.

Experience

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

Skills

Proficiency in the use of standard office computer software, note taking and operation of computerized systems and databases.Ability to identify and manage one's own emotions, as well as helping others to do the same.Ability to work in a fast-paced environment.

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, Russian, or German.

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 45,972 (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'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.