PROGRAMME ASSISTANT (PAR) (EURO/14/FT208)

28 July 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: EURO/14/FT208
 
Title: Programme Assistant (PAR)
 
Grade: G5
 
Contract type: Fixed-term Appointment
 
Duration of contract:  For external candidates: temporary appointment of one year (1) See Additional Information below
 
Date: 25 April 2014
 
Application Deadline: 18 May 2014 Vacancy Filled
 
Duty Station:  Copenhagen, Denmark
 
Organization unit: EURO Europe Regional Office (EU/RGO) /
EU/RDO Office of Regional Director (EU/RDO)
Strategic Partnerships (PAR)
 
Description of duties:
As part of a unit team, to perform a variety of secretarial, coordinating, monitoring and administrative services in support of the project/programme or a technical unit.:
  1. Drafts correspondence and documents based on written/verbal prompts. Independently composes and finalizes correspondence of an administrative nature. Revises unit correspondence, reports, and documents for proper form and (non-technical) content. Provides rough translation or synopsis of incoming mail and drafts from standard texts and phrases, outgoing correspondence in a second working language. Takes notes at meetings. Takes and transcribes from dictation, recordings and handwritten drafts. Types reports and other documentation. Arranges duty travel.
  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. Using GSM, 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 (including mini-review) exercises.
  4. Makes administrative arrangements for country and intercountry activities with regard to preparation of Technical Services Agreements (TSA) and Agreements for Performance of Work (APW), recruitment of consultants and temporary advisers, designation/redesignation of collaborating centres, and arrangements for 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 general administrative preparations, including organization of practical local arrangements and advance transport of documents/equipment; arranges hospitality as appropriate. Provides administrative and secretarial support during the meetings, and pays per diem to participants as appropriate (not obligatory). 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. Provides briefing and guidance to general service and professional staff on general office practices and procedures; assists/replaces colleagues in the team and performs other related duties as required.
REQUIRED QUALIFICATIONS
Education:
Essential: Equivalent to graduation from secondary school.
Skills:
Training:
Secretarial/administrative training or equivalent work-related experience, including typing and proven skills on standard office software and minute-taking or shorthand/dictation at prescribed speeds; communication and advisory skills.

Competencies: see WHO Global Competencies model at http://www.who.int/employment/competencies/en/
  1. Communicating in a credible and effective way: Having to communicate with officials at a high level in all 53 Member States, clear structured communication is essential with a good understanding of how to adapt style as appropriate. The incumbent is often the first point of contact so courtesy and tact are essential.
  2. Producing results: Corporate deadlines have to be met and reports and documentation disseminated in a timely manner..
  3. Ensuring the effective use of resources: There are peak periods of work during the year when the ability to manage own time is essential. The ability to manage costs and seek out cost effective methods are important in arrangements for meetings of the Governing Bodies.
  4. Fostering integration and teamwork: This is essential as the work of the unit requires good collaboration with other units and staff within the Copenhagen Office and the Country Offices. The incumbent needs to have a good understanding of how to encourage cooperation and build a rapport with fellow team members especially during periods of heavy workload.
  5. Respecting and promoting individual and cultural differences: Working in an international environment, the incumbent will have direct communication with all Member States, NGOs, IGOs, etc. within the European Region and beyond.
Experience:
Essential: Considerable and progressively responsible experience in the secretarial/administrative field (minimum five years) including several years' experience in WHO and/or the UN.
Desirable: Other work experience within the UN system. Previous experience of working with officials in the Member States at a high level. Familiarity in the organization of meetings. Good knowledge of WHO rules and procedures.
Languages:
Essential:
English: Excellent knowledge.
French, German or Russian: Working (intermediate) knowledge.
Desirable: Knowledge of other regional languages.
Additional Information:
(1) Please note that priority will be given to staff members holding a fixed-term or continuing appointment. Should an external candidate or staff member holding a temporary appointment be selected, s/he will be offered a temporary appointment as per administrative circular 2013/014.

Extension of appointment is subject to a) satisfactory performance, b) continued need for the function, and c) 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 reserved for internal WHO EURO candidates only living within commuting distance of the Copenhagen office.

This vacancy notice may be used to fill similar positions at the same grade.
Annual salary: (Net of tax)
DKK 299 558 at single rate
plus 15 444 per annum per child maximum 6 children 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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