ADMINISTRATIVE ASSISTANT, GDO PHC (ALMATY) (EURO/14/FT347)

3 December 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/FT347
 
Title: Administrative Assistant, GDO PHC (Almaty)
 
Grade: G6
 
Contract type: Fixed-term Appointment
 
Duration of contract:  Two years (* see Additional Information below)
 
Date: 4 July 2014
 
Application Deadline: 20 July 2014 Selection Suspended
 
Duty Station:  Almaty, Kazakhstan
 
Organization unit: EURO Europe Regional Office (EU/RGO) /
EU/DSP Health Systems and Public Health (EU/DSP)
Health Services Delivery (HSD)
 
OBJECTIVES OF THE PROGRAMME :
Purpose of the position
To provide administrative support in the planning and implementation of financial and human resource management, logistics and functioning of the Centre to enable a coherent and efficient implementation of the Centre's work plan and mission.
Description of duties:
Under the supervision and managerial guidance of the Head of the Centre, the incumbent performs a variety of administrative, monitoring and coordinating support functions, including pro-active support as required to the Head of the Centre. He/she performs the following key duties:
  1. Office management general
    • Provides support and assistance in the management and maintenance of the Centre's premises, including but not limited to:
      • Preparing the contractual paperwork in connection with supply of goods and services needed for the daily functioning of the office, maintaining contact with suppliers as appropriate;
      • Maintenance of stock of office supplies and materials;
      • Ensuring servicing of office equipment.
    • Serves as focal point for IT services, liaising with the ICT team in Regional Office to ensure proper levels of security, support and services regarding IT and telephony.
    • Screens and receive visitors/telephone calls, makes appointments, redirects visitors/callers as necessary; provides background information concerning purpose of appointments with official visitors and/or staff members.
    • Analyses incoming mail/matters in the light of background material, instructions and policies; researches and attaches background documentation and refers to the attention of the Centre's Head and other staff as appropriate.
  2. Administrative/coordination support to Centre's staff
    • Responsible for monitoring and review of programme planning, implementation and evaluation, ensuring compliance with programme budgets (in collaboration with the Finance Assistant and Regional Office), deadlines, reporting cycles, financial controls, and timely update of GSM. Coordinates and consolidates the Centre's contributions to briefing notes and activity reports ensuring timely completion and submission.
    • Prepares and follows up on meetings organized by and/or on behalf of the Centre. Participates as needed to coordinate and/or provide administrative and logistics support.
    • Monitors important deadlines, issuing reminders as appropriate. Establishes and maintains a computerized information system on on-going collaboration, counterparts and activities of the Centre. Retrieves information from relevant databases and updates as required.
    • Provides support in the organization of Centre's technical staff's duty travel and appointments and coordinates programmes for visitors.
    • Drafts general or administrative correspondence on own initiative for the Head of the Centre's and technical correspondence according to instructions given, ensuring that correspondence/documents submitted for the Head of the Centre's clearance/signature are prepared according to WHO rules, practices and procedures, redrafting/correcting and returning to other staff for action as necessary.
    • Liaises with the divisional office in Copenhagen to ensure compliance with corporate deadlines as well as adherence to standards and WHO rules and regulations procedures.
    • Coordinates and organizes internal induction programme for all new staff at the Centre and ensures they participate in centrally run WHO induction programmes/trainings.
    • Acts as leave administrator for all the staff of the Centre, monitoring annual leave/sick leave and flex time, and advising on the current leave rules and regulations.
  3. Other
    • Perform other related duties as required by the supervisor/s.
REQUIRED QUALIFICATIONS
Education:
Essential: Completion of secondary school or equivalent in training.

Desirable: Degree in business administration or a related field.
Skills:
TRAINING
Essential: Training in administration and/ or experience working with administrative/ financial management systems.

COMPETENCIES see WHO Global Competencies model at http://www.who.int/employment/competencies/en/
  1. Communicating in a credible and effective way.
  2. Knowing and managing yourself.
  3. Producing results.
  4. Fostering integration and teamwork.
  5. Moving forward in a changing environment.
Experience:
Essential: At least 8 years progressively responsible experience in the administrative field including several years' experience in WHO/UN environment.

Desirable: Experience in working with ERP systems.
Languages:
Essential: Excellent knowledge of English and Russian.
Desirable: Knowledge of local language.
Additional Information:
(*) 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 candidates living within commuting distance of Almaty.

Long/Short-listed candidates will be invited for a written test prior to interview. WHO does not cover any expenses involved in participating in written tests or interview.

Interviews will take place using a competency-based approach.
Annual salary: (Net of tax)
KAZ Tenge 3 799 684 at single rate
103,308 KAZ Tenge annual per child, max 6 children with primary dependants

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

A written test 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.

Selection Suspended

This vacancy is shown for viewing only. It is not currently open for applications
 
 
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