Programme Assistant

OBJECTIVES OF THE PROGRAMME

Within the Department of Governing Bodies, the Office of Language Services (LNG) provides high-quality, timely and cost-effective translation, interpretation, editing, official records, word-processing and online services for the governing bodies, as well as language services for the Director-General's Office and WHO technical programmes, so as to make WHO health policy and technical information accessible to its target readerships in the official languages of the Organization.

DESCRIPTION OF DUTIES

Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:

- Provide support and input to the office of the Head of Unit or the immediate supervisor on aspects of planning, resource allocation and human resources management of the programmes and projects of the Unit, including through the generation of reports and data on the work of the unit.

- Brief staff at all levels on budget, financial, administrative, HR and other procedures and practices and monitor the correct use of the WHO Financial Rules and Regulations by staff in their implementation of funds.

- Cross-check obligating documents available from GSM or other on-line systems, monitoring the availability of funds and alerting to upcoming shortfalls, updating files, and transferring funds as instructed; upon instruction clearance of obligating documents, checking them for completeness, and following-up on missing elements as required.

- Monitor expenditures and alert supervisor on issues of compliance with work plans, financial rules and regulations and award agreements. Follow up on the mid-term reviews and the end of year of biennium closure of accounts exercise for the Unit.

- Review contractual documents, issuing PTAEO numbers, earmarking funds, and verifying and clearing payment requests; prepare appropriate draft contracts for individuals or service providers such as APWs, and other contract modalities.

- Monitor the staffing level of the Unit, keeping track of all contract extensions and renewal deadlines, checking and ensuring that funds are available for the proposed contract and ensuring that the renewal of contracts for staff are carried out in a timely fashion, maintaining and updating the Departmental HR plan accordingly; and acting as a leave administrator for the Unit.

- Monitor, and follow-up on programme implementation-levels, drawing the attention of the Head of Unit to problems, inconsistencies, delays and other anomalies detected.

- Provide assistance on the Unit's HR-administrative issues.

- Manage the smooth running of the administrative functions in the Unit, including maintaining an up to date status of the office space and acting as the office space focal point for the Unit.

- On own initiative draft routine correspondence, and upon instriuctions and guidance draft correspondence of a non-routine character; finalize correspondence/reports for signature; analyse incoming correspondence and requests, researching, obtaining and attaching background information where required, or redirecting them as appropriate, drawing the attention of the supervisor or other senior staff concerned to urgent items and deadlines.

- Take minutes in the Unit group meetings.

- Provide administrative and logistical assistance in the context of the organization of meetings relating to the work of the Unit.

- Perform other related duties as required or instructed, including providing support to other areas of work as assigned.

Specific duties:

- Receive enquiries and requests for language services and take timely action to respond and initiate action in respect of the service requested, and to follow up as required.

- Ensure timely administration of requests in respect of governing bodies meetings.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or equivalent.
Desirable: Administrative and/or financial training.

Experience

Essential: At least 5 years of relevant experience.
Desirable: Previous experience in language services. Relevant experience in WHO or another UN agency. Experience in Oracle-based or other ERP systems.

Skills

The incumbent is expected to stay current to developments in his/her area through attending in-house and on-line training courses.

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Knowing and managing yourself
Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of English. Intermediate knowledge of French.
Desirable: Intermediate knowledge of another WHO official language.
The above language requirements are interchangeable.

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 CHF 75,234 (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.