Assistant to Head of WHO Country Office

OBJECTIVES OF THE PROGRAMME

To ensure that effective WHO country presence is established to implement WHO country cooperation strategies that are aligned with Member State's health and development agendas, and harmonized with the United Nations country teams.

DESCRIPTION OF DUTIES

1. Arrange and maintain WR's calendar of appointments, internal /external meetings with high-ranking officials, receive visitors, place and receive telephone calls and answer queries, provide informal translation and take notes during meetings, as required.

2. Receive, screen and route correspondence; undertake searches for information and provide background, as required; compile briefing materials needed by the WHO Representative for use on official trips or special meetings, select and make pertinent abstracts.

3. Maintain contacts with different external partners including counterparts and officials in government institutions and diplomatic missions as needed; keep close contacts with counterparts in sister UN agencies; arrange and coordinate meetings as appropriate, maintain follow up system in relation to external contacts.

4. Draft routine correspondence, type documents and reports, some of which are confidential, prepare tables, graphs and power point presentations, review correspondence/ document for conformity with established procedures and accuracy of statements.

5. Organize the WR's travel this includes raising travel requests in the Global Management System (GSM), requesting itineraries, obtaining visas, arranging hotel bookings, requesting security clearance, etc., and following up/keeping records on the submission of the WR's duty travel reports.

6. Ensure timely renewal of WR's residency permits, UN Laissez Passer and other personal documents.

7. Maintain and update the WR's library, list of contacts of different stakeholders, technical records, reference material and confidential files (paper based and electronic copies).

8. Take proactive follow-up action and keep the WR informed. Promptly route all correspondence, directives and requests to the Representative for timely action and/or signature

9. Respond and/or direct inquiries to the appropriate Unit for timely action and/or response. Maintain and organize up to date hard and electronic files for easy access and retrieval

10. Review in GSM purchase orders for catalogue and non-catalogue items, ensure adherence to WHO rules and procedures; follow up with concerned parties customs clearance, receipt of deliverables, storage, installation and finalization of payments.

11. Ensure proper maintenance of WRO equipment and report on asset inventory.

12. Assist in administrative matters and meetings as needed, including briefing junior administrative staff and replace other staff as required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school, secretarial training and Computer Training.
Desirable: University degree in business administration, social sciences or related field is an asset.

Experience

Essential: At least eight years' progressive secretarial/administrative experience.
Desirable: Relevant experience in the UN system.

Skills

• Good drafting skills.
• Ability to maintain good working relationships with clients and stakeholders.
• Very good time management and stress management skills.
• Knowledge of WHO rules, manuals, procedures, practice and WHO Style Guide, as applicable to the administrative level an asset.

WHO Competencies

The Enhanced WHO Global Competency Model can be found at https://intranet.who.int/homes/pml/documents/enhanced who global competency model_february 2015.pdf

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results
• Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Arabic.
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 USD 17,723 (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.

• Interested candidates are strongly encouraged to apply on-line through Stellis. For assessment of your application, please ensure that: 1 -Your profile on Stellis is properly completed and updated; 2- All required details regarding your qualifications, education, training and experience are provided; 3- Your experience records are entered with elaboration on tasks performed at the time

• 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.