ASSISTANT TO WR/ POSITION NO 358073 (EMRO/14/FT16)

1 October 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: EMRO/14/FT16
 
Title: Assistant to WR/ Position no 358073
 
Grade: G5
 
Contract type: Fixed-term Appointment
 
Duration of contract:  Two years-Post of limited duration
 
Date: 16 January 2014
 
Application Deadline: 6 February 2014 Vacancy Filled
 
Duty Station:  Tunis, Tunisia
 
Organization unit: EMCO Countries (EM_ACO) /
EM_TUN WHO Representative's Office, Tunisia (EM_TUN)
 
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.

Purpose of the Post
To ensure the smooth flow of work in the WHO Representative Office (WRO), in coordination with a range of internal and external stakeholders. The incumbent coordinates key routine functions of the Representative's office with different staff and sectors.

Organizational Context:
Under the direct supervision of the WHO Representative (WR), and guidance from the Team Leader (Administration) on non-routine or complex issues, the work is performed in a typical office environment.
The incumbent performs routine tasks independently. Some judgment and interpretation are involved to determine appropriate methods of processing of the various tasks and in adapting established norms and procedures to assigned work. Complex assignments are reviewed at the discretion of the supervisor.
Description of duties:
The incumbent will perform the following duties:

1. Arrange and maintain WR's calendar of appointments, internal/external meetings including 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 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 including raising travel requests in GSM, requesting itineraries, obtaining visas, arranging hotel bookings, requesting security clearance and uploading relevant documents in RMS.
6. Maintain and update the WR's library, list of contacts of different stakeholders, technical records, reference material and confidential files (hard and electronic copies).
7. Coordinate the driving services ensuring the optimum utilization of available resources to meet the logistical requirements.
8. Arrange and prepare the office pouch and distribute received correspondences to respective staff.
9. Assist in administrative matters and meetings as needed, including briefing junior administrative staff and replace other staff as required.

Achievement Activities Include:
- Proper running of the office and proper dispatching of mail to the concerned staff for action and follow-up.
- Timely finalization of WR's travel arrangements.
- Timely renewal of WR's residency permits, UN Laissez Passer and other personal documents.
- Maintain and update a unified filing system for technical documents and correspondence.
REQUIRED QUALIFICATIONS
Education:
Essential: Completion of secondary school supplemented by secretarial/administrative training.
Desirable: University degree in business administration, social sciences or related field is an asset.
Skills:
Competencies:
1) Communicating in a credible and effective way.
2) Producing results.
3) Fostering integration and team work.
4) Knowing and Managing yourself.

Functional Skills and Knowledge
- Good knowledge of WHO rules, manuals, practices/procedures and routines.
- Good filing and organizational skills.
- Ability to maintain good working relationships with staff, experts and visitors.

IT skills:
- Proficiency in computer applications.
- Knowledge of GSM/Oracle applications is an asset.
Experience:
Essential: At least five years' secretarial/administrative experience.
Desirable: Related experience in the UN system is an asset.
Languages:
Excellent knowledge of French and Arabic. English is an asset.
Additional Information:
This post is subject to local recruitment and will be filled by persons residing within the local commuting area. Only candidates under serious consideration will be contacted for interviews and tests, if applicable. The written test might be used as an eliminatory tool.

Only applications received online via the e-recruitment system will be considered.
Annual salary: (Net of tax)
Dinars 19533 at single rate

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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