PROJECT ASSISTANT (BIH) (EURO/13/FT368)

26 September 2017
 
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The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No: EURO/13/FT368
 
Title: Project Assistant (BIH)
 
Grade: G5
 
Contract type: Fixed-term Appointment
 
Duration of contract:  Two years (with possibility of renewal* see Additional Information below)
 
Date: 4 September 2013
 
Application Deadline: 22 September 2013 Vacancy Filled
 
Duty Station:  Sarajevo, Bosnia and Herzegovina
 
Organization unit: EURO Europe Regional Office (EU/RGO) /
EU/DSP Health Systems and Public Health (EU/DSP)
WHO Country Office, BIH
 
OBJECTIVES OF THE PROGRAMME :
Purpose of the post:

As part of the project management team and WHO Country Office, team, to perform a variety of secretarial, coordinating, monitoring and administrative services in support of the WHO/SDC project "Developing and advancing modern and sustainable public health strategies, capacities and services to improve population health in Bosnia and Herzegovina".
Description of duties:
The incumbent ensures the smooth flow of work as related to secretarial and administrative activities, coordinating actions with other WHO CO BIH administrative/logistics staff assigned to the Project Management Team in consultation and close collaboration with Project Manager as follows:
  1. Screens and receives visitors and telephone calls making appointments, answering queries and/or redirecting visitors and callers with diplomacy and courtesy; provides background information for work related appointments;
  2. Drafts general or administrative correspondence/reports on own initiative or on the basis of instructions and finalizes it for signature/clearance; verifies checking language, grammar and accuracy; analyzes incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of the responsible officer's needs, or redirecting them as appropriate; identifies areas for action in project related incoming documents and brings them to the attention of responsible staff; ensures that technical reports and documents are in line with WHO standards, rules, practices and procedures; follows up and ensures that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.
  3. Initiates, through the WHO online Management system, contracts for consultants, Agreements for Performance of Work (APW), Technical Services Agreements (TSA), and General External Services requests (GES), liaising with the counterparts in WHO CO BIH/WHO EURO as appropriate; Monitors and records receipt of deliverables, and initiates and monitors payments as needed as well as initiates and follows through requisitions for goods procurement; processes, reviews and analyzes local and international purchase requests related to the Project; prepares purchase orders, contracts, amendments, proforma invoices and other procurement or shipping documents and correspondence; prepares requests for quotation or invitations for bids.
  4. Assists in the monitoring and progress review of Project activities and tasks; provides Project Management Team with timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required; monitors income and expenditures for planning purposes; follows-up on Project financial, budgetary and any outstanding issues, including ensuring timely processing of committal documents; assists in the preparation of financial and technical progress reports to donors.
  5. In close collaboration with other WHO CO BIH administrative staff, creates and/or maintains filing systems; obtains documents and information from in-house and external sources as required and performs information searches (library, internet) as requested.
  6. Arranges and, coordinates administrative preparations for Project meetings, seminars, workshops, conferences including letters of invitation, costs calculation and travel requests and assists with preparation of documents, dispatching of materials and liaising with participants and others involved; attends meetings to take notes and prepares minutes when required; prepares presentations using PowerPoint and other software packages on own initiative or on the basis of instructions; obtains briefing and background materials for meetings, seminars, workshops, etc. to be attended by the Project Management Team, checking availability of Team members and ensuring they have the appropriate background; schedules weekly Project Management Team and ad hoc meetings and takes notes.
  7. Prepares travel requests for official WHO travel. Makes flight and hotel reservations, prepare travel files and deal with other related matters as requested.
  8. Performs other related duties as required or instructed.
REQUIRED QUALIFICATIONS
Education:
Essential: Secondary school or equivalent.
Desirable: Additional releavant hgher education.
Skills:
TRAINING:
Essential: Secretarial/administrative training, or equivalent work-related experience, including typing and proven skills on standard office software and note taking.

COMPETENCIES see WHO Global Competencies model at http://www.who.int/employment/competencies/en/
  1. Communicating in a credible and effective way: The incumbent must be able to express him or herself clearly and in a structured and credible manner ensuring appropriate information sharing within the programme/organization.
  2. Moving forward in a changing environment: The incumbent must be willing and able to adapt to a changing environment and priorities while maintaining positive attitude in support of new ideas.
  3. Fostering team integration and ieamwork: The incumbent must see him or herself as a team member and work accordingly toward common goals.
  4. Producing Results: The incumbent must be able to work independently to deliver quality results.
  5. Respecting and promoting individual and cultural differences: The incumbent must be willing and able to work in a multi-cultural environment, open to ideas and values which may differ from those of incumbent.
Experience:
Essential: A minimum of 5 years of relevant practical work experience in an international environment.
Desirable: Several years' experience in administrative support positions in WHO and/or the UN. Proven experience in the organization of WHO official meetings.
Languages:
Essential: ): Excellent knowledge of English and official BIH languages (Bosnian/Croatian/Serbian.
Desirable: Knowledge of other regional languages.
Additional Information:
(1) Extension of appointment is subject to:
  • satisfactory performance,
  • continued need for the function, and;
  • availability of funds.

WHO has an online recruitment system. Therefore, ONLY applications submitted on-line at www.who.int/employment/en will be accepted.

All on-line applications are automatically acknowledged. If you do not receive an e-mail within 24 hours confirming receipt of your application, you should verify your on-line profile. In case of repeated difficulties, contact by e-mail hrsrecruitment@euro.who.int indicating the vacancy title and number in the subject line.

This is a LOCAL vacancy and as such, only qualified applicants residing within commuting distance of Sarajevo will be considered.

WHO does not cover any expenses related to participation in tests and/or interviews. Short-listed external candidates will be contacted for testing in language and PC skills prior to final interview.

Interviews will take place using a competency-based approach.

Similar posts could be filled using this vacancy notice.
Annual salary: (Net of tax)
Bosnian Mark 35 042 at single rate
B Marks 1,008 net per annum per child up to 6 with primary dependants

This vacancy notice may be used to fill other similar positions at the same grade level.

Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.

WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.

Vacancy Filled

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