Closing date: Sunday, 17 November 2024
Specialist Assistant (Administration)
CPCP
( 2408512 )
Grade : G5
Contractual Arrangement : Fixed-term appointment
Contract Duration (Years, Months, Days) : 1 Year (subject to availability of funds, satisfactory performance and continuing need for the position)
Job Posting: Oct 29, 2024, 9:44:26 AM
This job profile is one of the Core-Predictable, Country-Presence positions for WHO country offices, systematized using objective criteria to strengthen WHO’s strategic and operational presence in countries.
DESCRIPTION OF DUTIES
The incumbent will perform all or part of the following, and other related responsibilities as required by the needs of the office.
Administration
- Receive visitors and telephone calls with tact and discretion, prioritizing according to the importance and/or urgency, and provide background information redirecting as appropriate.
- Prepare reports and documentation for signature or clearance by relevant authority, checking for correct grammar, accuracy, and adherence to WHO communication standards.
- Assist in the preparation of technical presentations, reports and articles including formatting, editing, and compiling background information.
- Maintain a record of incoming queries/correspondence, determine priority, bring to the attention of the responsible staff member and follow up on action and response.
- Proofread and quality assure the standard of outgoing correspondence for action/signature by the supervisor.
- Establish and maintain electronic files and controlled reference materials.
- Provide administrative and operational support for in-person and virtual meetings, seminars and workshops including the preparation of correspondence and documentation as needed.
- Make travel and hotel arrangements including processing of travel authorizations/claims for staff as required.
Human resources
- Support with the timely appointment/renewal of contracts, initiating requests for temporary and fixed-term staff in the human resources action plan.
Procurement
- Initiate contracts and requisitions for goods on the enterprise resource planning system, monitor and record receipt of deliverables and initiate and monitor payments as needed.
- Liaise with staff, contractors and service providers to address any outstanding issues.
Finance
- Assist with monitoring and progress review of projects and tasks in the enterprise resource planning work plan.
- Maintain and update staff on project and task budget ceilings, award budgets, expenditures, and funds available as required.
- Monitor income and expenditures for planning purposes.
- Promptly follow-up on financial, budgetary and any outstanding financial issues concerning the team/department, including ensuring timely processing of committal documents.
- Prepare elements of periodic financial and technical progress reports as required.
REQUIRED QUALIFICATIONS
Education
Essential: Certificate of completion of secondary or high school.
Certification in accounting and or office administration
Desirable: University degree in a related field is an asset
Experience
Essential: Minimum of five years of work experience relevant to the position (in the administrative field, including in large public sector organizations).
Desirable: Administrative experience in an international organization Knowledge of WHO administrative procedures and practices
Skills
Organizational procedures relating to the position, and their consistent application to work tasks.
Excellent oral and written communication, including for routine and non-routine correspondence, and reports.
Ability to maintain effective client relationships and proactivity in servicing clients.
Ability to organize protocol arrangements in accordance with established standards.
Ability to administer official calendar, arrange meetings, schedules, itineraries.
WHO Competencies
Teamwork
Respecting and promoting individual and cultural differences
Communication
Knowing and managing yourself
Moving forward in a changing environment
Use of Language Skills
Essential: Expert knowledge of English. Expert knowledge of French. Expert knowledge of Arabic.
Desirable: The above language requirements are interchangeable.
REMUNERATION
WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at MAD 237,433 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.
ADDITIONAL INFORMATION
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- This vacancy notice may be used to fill other similar positions at the same grade level
- Only candidates under serious consideration will be contacted.
- A written test and/or an asynchronous video assessment may be used as a form of screening.
- In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher
educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States ( https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.
Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to [email protected]
An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
For information on WHO’s operations please visit: http://www.who.int.
WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at [email protected].
This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
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More Information
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