Assistant

OBJECTIVES OF THE PROGRAMME

The main objective of the WHO Noncommunicable Diseases and Health Promotion (NCD) programme is to support the Member States in the prevention and control of noncommunicable diseases (NCDs) - particularly cancers, diabetes, and cardiovascular and chronic respiratory diseases; by raising priority accorded to NCDs through international cooperation and advocacy; strengthening national capacity, governance, multisectoral action, and partnerships; reducing the major modifiable risk factors, such as tobacco use, harmful use of alcohol, unhealthy diets, and physical inactivity, by developing and implementing effective legal frameworks; orienting health systems through people-centred health care and universal health coverage; promoting high-quality research and development; and monitoring trend, determinants, and progress to achieve global, regional, and national targets through evidence-based interventions.

The WHO programme on Health Services Development under the Division of Health Systems whose objective is to support countries to attain universal coverage of health services for better and equitable health outcomes. Health systems act as the foundation that both underpins and unifies public health efforts aimed at combating diseases and building healthy communities in an efficient and equitable manner, especially for high priority, excluded and under-served population groups. A strong health system foundation enables effectiveness of individual programmes and efficient use of shared system resources for all programmes. In addition, it also promotes community empowerment and participatory governance as means of integrating equity-enhancing and rights-based approaches as well as addressing the social determinants of health.

DESCRIPTION OF DUTIES

Under the general supervision and guidance of the Administrative Assistant, the incumbent will perform the following duties:

1. Facilitate the preparation and distribution of general correspondences, documents and reports including preparation of meeting documentations:

a. Screens incoming correspondences, documents and reports and routes to the supervisor with full background materials, ensure its distribution and follow up on deadlines;

b. Takes/transcribes non-technical and technical correspondence, reports, etc., from dictation, tapes and manuscripts, using word-processing equipment, ensuring grammatical accuracy and conformity with WHO format;

c. Drafts/prepares general correspondence not involving policy or technical knowledge on brief instructions or own initiative including preparation of reports and meeting minutes and notes;

2. Translates materials, either in writing or verbally, from Mongolian to English and vice-versa. Make oral translation during meetings, workshops and other arrangements if requested;

3. Opens, organizes and maintains general and project files with an appropriate system for follow-up on responses and deadlines;

4. Monitors the electronic archiving of all relevant project documents and provide report upon request of supervisor. Makes the necessary follow up on deadlines of files and documents kept for archive and coordinates with Western Pacific Regional Office Registry on its efficient utilization;

5. Provide routine administrative support:

a. Arranges appointments for supervisor and other team members;

b. Receives visitors, places and screens telephone calls and responds to routine requests for information;

c. Prepares briefing folders for supervisor's duty travel;

6. Initiates administrative transactions in Global Management System including the following:

a. Processing of recruitment of staff and processing of other types of contractual arrangement;

b. Monitoring of programme budget, direct financial costs and project implementation; and

c. Requesting of office supplies and equipment.

7. Keep records and updates information related to counterparts such as Government officials, other international organizations, non-government (NGO) representatives and other UN Agencies;

8. Assists and monitors databases on WHO-sponsored meetings, fellowships and study tours;

9. Assists in facilitating visa arrangements, hotel accommodation, maintain and updates travellers' information bulletin;

10. Provides secretarial and clerical support to visiting staff and consultants, as and when required; and

11. Performs other related duties.

REQUIRED QUALIFICATIONS

Education

Essential: Equivalent to graduation from secondary school with thorough taining in secretarial duties
Desirable: Relevant higher level diploma or degree.

Experience

Essential: Five years experience in secretarial/administrative posts.
Desirable: Experience in WHO or in another international organization.

Skills

-Thorough knowledge of office procedures.

-Good communication and interpersonal skills.

-Ability to act with tact, diplomacy, discretion and respect for confidentiality.

-Ability to prepare correspondence, summary of meetings and notes for the record, etc.

-Typing skills and ability to take dictation at required speed.

-Ability to discern routine from non-routine.

-Good computer skills and ability to adapt to various software applications.

-Ability to work harmoniously as a member of a team, adapt to diverse educational and cultural backgrounds and maintain a high standard of personal conduct.

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Knowing and managing yourself

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Mongolian.

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 MNT 48,426,000 (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.

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

• WHO is committed to workforce diversity.

• WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.

• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.

• 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.