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Administrative & Operations Assistant/Associate G5/G6 - Talent Stream (Turkish nationals)

Turkey

  • Organization: WHO - World Health Organization
  • Location: Turkey
  • Grade: Administrative support - GS-5/GS-6, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed

This roster combines two career levels G5/G6. These levels have different responsibilities and requirements. Below is a list of the responsibilities of both levels.

This roster is only open to Turkish nationals or citizens of Turkey with a valid work permit. Your application will be reviewed, if you are accepted to the roster, you will receive an invitation message that you must accept.

 

G6 level 

1. Provide support and input to the Administrative Officer (AO) of the Division on planning, resource allocation and human resources management across the full range of programmes and projects of the Division.

2. Provide administrative support to the operational planning and development of projects and work plans and assist the Director and/or team(s) as required along the life-circle of the project(s). This includes but is not limited to assistance with the maintenance of salary workplans, high level view of award management and support to the AO on CFF/TFF allocation. 

3. Verify obligating documents, cross-checking relevant information available from GSM or other on-line systems, ensuring the availability of funds, updating files, and transferring funds as instructed or as delegated; clearance of obligating documents, checking them for completeness, and following-up on missing elements as required. 

4. Verify expenditures to comply with work plans, financial rules and regulations and award agreements. Follow up on financial and budgetary matters, acting as administrative approver within delegated authority, and support the AO in coordinating the mid-term reviews and the end of year of biennium closure exercise for the Division. Prepare routine and ad hoc financial reports using GSM and other related sources of information. Support the AO with donor reporting as and when needed. 

5. Screen and review various contractual materials, issuing PTAEO numbers, earmarking funds, and verifying and clearing payment requests; prepare appropriate draft contracts for individuals or service providers such as APW's, and other contingent staff contract modalities. Ensure that evaluations of contingent staff performance are filed in a central repository. 

6. Support the AO in coordinating and follow-up on the Division’s HR-administrative issues; ensure proper management of the HR Plan/HR Action Plan within the workplan. Monitor the staffing level of the division, keeping track of all contract extensions and renewals, checking and ensuring that funds are available for the proposed contracts and ensure that the renewal of contracts for staff are carried out in a timely fashion and the divisional HR plan updated accordingly. Take an active part in the onboarding and briefing of new staff including necessary actions in the GSM. Draft and circulate for approval the necessary paperwork for HRS to take action on staff contractual and other matters.

7. Check, obligate and clear purchase requests for services and equipment, working in close collaboration with relevant colleagues to ensure that ordered services are appropriate. 

8. Draft routine and non-routine correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature; analyze 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; drawing Director's attention to urgent items and deadlines.

9. Assist with the organization of internal meetings in the Director’s office, participate and take notes as needed. Contribute to the organization of large-scale, high-level, international meetings relating to the work of the Department and coordinating logistics for off-site meetings.

10. Perform other related duties as required or instructed, including providing support to other areas of work as assigned within the general remit of this position. 

 

G5 level

1. Drafts correspondence and documents based on written/verbal prompts from the technical staff of the unit. 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. 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. 

3. When and as requested by the supervisors, using GSM, the incumbent monitors aspects of the implementation of activities and availability of funds for project/programme budget levels and financial expenditures, according to the approved projects. Assembles draft background for planning, monitoring and evaluation exercises. Inputs duty travel recommendations and issues reminders re follow up, records project/programme monitoring and evaluation notes.

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:

  • Have you completed secondary school?
  • Do you have at least 8 years of progressively responsible experience in the secretarial/administrative field (G6).
  • Do you have at least 5 years of progressively responsible experience in the secretarial/administrative field (G5).
  • Do you have excellent knowledge (mother tongue/advanced level) of English?
  • Do you have excellent knowledge (mother tongue/advanced level) of Turkish? 

Desirables:

  • Do you have a university degree in finance, accounting, or administration?
  • Do you have demonstrated experience in an Oracle-based or other ERP system?
  • Do you have demonstrated experience in an international environment or institution?
  • Do you have relevant experience with(in) WHO or in the UN?
This vacancy is now closed.
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