ASSISTANT (TEAM) (HQ/13/HQ/FT565)

30 August 2016
 
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The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No: HQ/13/HQ/FT565
 
Title: Assistant (Team)
 
Grade: G5
 
Contract type: Fixed-term Appointment
 
Duration of contract:  2 years
 
Date: 20 December 2013
 
Application Deadline: 31 January 2014 Vacancy Filled
 
Duty Station:  New York, United States of America
 
Organization unit: HQ Headquarters (HQ) /
HQ/DGO Director-General's Office (HQ/DGO)
WUN - WHO Office at the United Nations, New york (HQ/WUN)
 
OBJECTIVES OF THE PROGRAMME :
The objective of the WHO Office at the United Nations (WUN) is to ensure effective coordination and engagement with the UN system, resulting in improved positioning of Global health priorities and WHO's strategic objectives within the UN. WUN represents the interests of WHO at the UN, functions as the Organization's main interlocutor with the UN and facilitates WHO's interaction with the rest of the United Nations system.
Description of duties:
1. Provide secretarial support to EXD/WUN. Organize EXD/WUN's calendar and make appointments. Screen and receive visitors and telephone calls with tact and discretion. Handle EXD/WUN's travel arrangements and visa applications. Make arrangements and send invitations for luncheons, dinners and other events hosted by EXD/WUN. Provide EXD/WUN with all background information and materials for appointments with official visitors and/or staff members. Draft replies to general correspondence on the basis of instructions or on own initiative. Maintain the filing system of the office of EXD/WUN.

2. Provide administrative support to all WUN staff and ensure smooth running of the office. Assist WUN staff in the preparation of Travel Requests, travel arrangements and visa applications. Provide support and advice on work procedures and use of GSM. Draft correspondence on own initiative or on the basis of instructions and finalize reports and other documents. Verify that outgoing correspondence is presented in accordance with WHO style and check language, grammar and accuracy prior to submitting for signature and clearance. Analyse incoming correspondence and requests and obtain background information from HQ, the UN and other agencies as appropriate. Assist with financial matters and office management tasks such as maintenance and security issues. Monitor the need for office supplies and other materials and place orders. Initiate Purchase Requisitions, General External Services requests and other contracts through GSM Procurement module. Monitor and record receipt of deliverables and initiate payments as needed. Maintain list of fixed assets. Schedule weekly team and ad hoc meetings and take minutes.

3. Assist in the organization of meetings and events. Reserve meeting rooms, make arrangements for catering and technical services and ensure that documents and other materials are available. Assist in the preparation of cost calculations, presentations, meeting reports and other documents. Draft invitations, programmes and lists of participants and prepare briefing files. Distribute documents and materials to participants and respond to queries. Liaise with HQ staff on logistical arrangements for events organized on behalf of HQ clusters. Provide secretarial and logistical support during meetings and events.

4. Provide assistance to official visitors from WHO/HQ and other offices. Assist with hotel bookings and tax exempt forms. Maintain WUN list of visitors. Request UN grounds passes for staff, visitors and interns. Cover the functions of receptionist and respond to telephone calls and general enquiries, referring them to WUN staff or other offices as appropriate. Screen and distribute incoming mail, reports and documents.

5. Perform other related duties as required or instructed.
REQUIRED QUALIFICATIONS
Education:
Essential:
Completion of secondary school education or equivalent.

Desirable:
Secretarial or administrative training an advantage.

Skills:
Good secretarial, organizational, communication and interpersonal skills. Ability to exercise discretion at all times in judging the importance, urgency and confidential nature of matters/problems, and tact in dealing with persons of all nationalities. Good writing skills and computer literacy. Knowledge of WHO and/or UN administrative rules, procedures, regulations and practices is highly desirable.

Other skills:
Proficiency in the use of standard office software such as MS Word, PowerPoint, Excel, internet applications and Outlook. Training in Oracle-based or other ERP systems an asset.

WHO competencies:
Producing results
Communicating in a credible and effective way
Fostering integration and teamwork
Respecting and promoting individual and cultural differences
Experience:
Essential:
At least five years of secretarial and/or administrative experience.

Desirable:
Experience in secretarial or administrative support positions in WHO or the UN system would be an advantage. Experience in Oracle-based or other ERP systems an asset.
Languages:
Expert knowledge of English required. Intermediate knowledge of another UN language an asset.
Additional Information:
Other similar positions at the same level may be filled from this vacancy notice.
A written test may form part of the screening process.
This Vacancy Notice is published in English only.
Local recruitment conditions apply. Plesae note, that WHO will not pay for any relocation expenses.
Annual salary: (Net of tax)
USD 45428 at single rate

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

A written test and interviews may be used as a form of screening

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

This vacancy is shown for viewing only. It is not currently open for applications
 
 
WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
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