ADMIN ASSISTANT AUC AND ECA UNIT (AFRO/14/FT322)

23 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: AFRO/14/FT322
 
Title: Admin Assistant AUC and ECA unit
 
Grade: G6
 
Contract type: Fixed-term Appointment
 
Duration of contract:  Initially for one year
 
Date: 27 June 2014
 
Application Deadline: 18 July 2014 Vacancy Filled
 
Duty Station:  Addis Ababa, Ethiopia
 
Organization unit: AF_SSR AF South-East Sub-Region (AF_SSR) /
AF_ETH Ethiopia (AF_ETH)
 
OBJECTIVES OF THE PROGRAMME :
To represent World Health Organization (WHO) on matters pertaining to partnership with the African Union Commission (AUC) and the United Nations Economic Commission for Africa (UNECA), through orientations of the WHO Regional Director for Africa and in line with WHO and AU Agreement and subsequent Action Plans, with a view to enhancing mutual interest, common endeavour in health of the African Continent.
Description of duties:
Under the overall supervision of the WHO Liaison officer to the AU and ECA and direct supervision of the Operations Officer of WCO/Ethiopia, the incumbent performs the following:

GENERAL

- Receives visitors and telephone calls with tact and discretion, and acts according to the nature and urgency of each, including redirecting as appropriate.
- Provides background information for appointments with official visitors and/or staff members.
- Monitors requests for goods and services, including receipt, payment and inventory requirements.

CORRESPONDENCE

- Drafts general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance.
- Verifies that outgoing correspondence is presented in accordance with WHO and department styles and checking language, grammar and accuracy prior to submitting for signature and clearance.
- Analyzes incoming correspondence and requests in the light of background material, instructions, policies and precedents, researches, obtains and attaches background information in anticipation of the responsible officer's needs, or redirects them as appropriate; identifies and highlights incoming documents and attaches background information and identifies areas requiring action by professional staff, drawing their attention to specific items.
- Supports drafting of periodic and ad hoc reports and ensures that technical reports and documents are in line with WHO standards, rules, practices and procedures, editing and correcting them as necessary prior to their submission for signature or clearance of relevant authority.
- Using appropriate tracking tools, follow-up on and ensures that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.

MEETING ADMINISTRATION
- Arranges, coordinates and leads administrative preparation for meetings, seminars, workshops, including letters of invitation, costs calculation and travel requests; assisting with preparation of documents, dispatching of materials and liaising with participants and others involved.
- Prepares presentations using PowerPoint and other software packages on own initiative or on the basis of instructions.
- Schedules regular team and ad hoc meetings, according to schedules and need; taking and preparation of minutes.
- Obtains briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team's professional staff, checking their availability and ensuring they have the appropriate briefing files and documents.

TRAVEL

- Using Global Management System (GSM)/Oracle, prepares travel requests for official WHO travel. Makes flight and hotel reservations, prepares travel files and deals with other related matters as requested or on own initiative.

OTHER DUTIES
- Performs other related duties as required or instructed, including providing support to other areas of work
REQUIRED QUALIFICATIONS
Education:
ESSENTIAL : -

Completion of secondary school education or equivalent technical or commercial education.

DESIRABLE : -

- Completion of university education or equivalent level
- Training in office management/administration
Skills:
The incumbent maintains and updates proficiency in the use of modern office technology through of in-house courses, on-the-job training or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief others and explain procedures.

OTHER SKILLS:

Work requires the use of word processing or other software packages, and standard office equipment. Formal or self-training in the use of standard office software. Training in Oracle-based or other Enterprise Resource Planning (ERP) systems is an asset. Work requires the use of word processing facilities to create, edit, format and print correspondence and documents; spreadsheet and visual presentation software; extensive use of e-mail and scheduling software to improve communications both internally and externally, Oracle/(GSM) for administrative matters.

COMPETENCIES:

- Knowing and managing yourself
- Producing results
- Fosters integration and team work
- Moving forward in a changing environment
Experience:
ESSENTIAL:-

8 years of relevant experience.

DESIRABLE :-

Experience in administrative support positions in WHO or another UN agency an asset. Experience in dealing with AU and ECA would be an asset.

Experience in Oracle-based or other ERP systems is an asset.
Languages:
- Excellent working knowledge of English and Amharic
- Excellent knowledge of both written and spoken English.
- Knowledge of French language would be an advantage.
Additional Information:
- Annual remuneration: USD 13,096 Payable in ETB

- Only candidates under serious consideration will be contacted. Please provide your cellphone number and valid e-mail address.

- Applicants within government employment and/or with outstanding obligations will not be considered unless a letter of release is produced.

- Long-listed candidates may be contacted to sit a written test or presentation prior to final short-listing. This does not preclude a written test or presentation prior to final interview.

- Interviews will take place using a competency-based approach.

- Note! Only applications from Nationals of ETHIOPIA will be accepted.
Please REFRAIN from applying if you are not ETHIOPIAN NATIONAL

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
 
 
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