Office Assistant

OBJECTIVES OF THE PROGRAMME

The WHO Budapest Centre (the “Centre”), is a Headquarters office under the Business Operations Division. The Centre houses two independent teams: the HPJ Administrative Law sub-unit and the Global Board of Appeal. Within the Business Operations Division and the Human Resources and Talent Management Department, the Human Resources Policy and Administration of Justice unit (HPJ) is responsible for the development of WHO's human resource management policies reflecting organizational needs and best practice. HPJ also provides advisory services to the Organization, with a view to ensuring consistent and equitable policy application. In the immediate area of work, the sub-unit provides legal advice in support of legally sound, fair and effective human resources management across all three levels of the Organization, particularly with respect to the Administration's position and responses to requests for administrative review and appeals before the Global Board of Appeal, and in the development and application of human resources policies, processes and statutory provisions. The Global Board of Appeal is a peer-review body, situated within the Director-General's Office, which offers a formal venue for WHO staff members to appeal against final administrative decisions or actions affecting their appointment status.

DESCRIPTION OF DUTIES

1. Receive, screen, track and distribute incoming correspondence, attaching background information or related file, and forwarding to the staff concerned, drawing their attention to specific issues/problems as necessary.

2. Draft replies to general and administrative correspondence on the basis of instructions or on own initiative, and finalize such correspondence.

3. Using GSM, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.

4. Initiate, through Oracle/GSM procurement module, contracts for consultants, Agreements for Performance of Work (APW), Technical Services Agreements (TSA), and General External Services requests (GES). Monitor and record receipt of deliverables, and initiate and monitor payments as needed. Initiate, through Oracle/GSM procurement module, requisitions for goods procurement, and monitor and receipt of deliverables.

5. In collaboration with senior administrative support staff, monitor deadlines, reminding staff members of such and ensuring that correspondence and queries are responded to in a timely manner.

6. Type, edit for language and grammar, correct and format, in accordance with WHO and departmental styles, technical reports and documents, tabular materials and assist in preparing presentations.

7. Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.

8. Maintain filing systems, ensuring that all activities supported are traceable and accessible as required.

9. Screen and receive visitors and telephone calls with tact, discretion, making appointments, answering queries and/or redirecting visitors and callers with diplomacy and courtesy, obtaining background information on the purpose of appointments.

10. Support the organization of team and departmental meetings, workshops, seminars, etc, including the typing of lists of participants, preparation of travel requests, letters of invitation, files, presentations and slides, reservation of meeting rooms and hotel accommodation.

11. Replace other support staff as required.

12. Perform other related duties as required or instructed, including provision of support to other areas of work and teams within the department, as required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or equivalent.
Desirable:

Experience

Essential: At least 3 years of relevant experience.
Desirable: Relevant experience in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.

Skills

The incumbent maintains and updates proficiency in the use of modern office technology through in-house courses, on-the-job training and/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.

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
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 HUF 4,818,000 (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.