Office Assistant

OBJECTIVES OF THE PROGRAMME

The HQ Operations Support & Logistics team (OSL) is part of Strategic Health ​Operations​(SHO), division of Emergency Response (WRE), WHO Health Emergencies Programme (WHE). The mission of WHE is to build the capacity of Member States to manage health emergency risks and, when national capacities are overwhelmed, to lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery to affected populations. The objective of the Strategic Health Operations Department is to ensure the establishment of strong emergency management system at all three levels of the Organization(based on incident management), implementation of operations and services according to agreed standards, and availability of a strong logistics and operational support capacity. The Department prioritizes support to the most vulnerable and low capacity countries.

DESCRIPTION OF DUTIES

Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:
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), and other contract modalities. 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.

Experience

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

Skills

- Sound organization and wide range of office skills.
- Sound knowledge and skills using a variety of office and computer packages.
- The ability to multitask and work independently when required.

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Creating an empowering and motivating environment
Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of English. Intermediate knowledge of French.
The language requirements for English and French 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 70,872 (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.