Assistant to HWCO (Secretary for WHO Representative) 94 views0 applications

1. Background and Justification

*Purpose of the Position

To ensure the smooth flow of work in WR’s office, 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.

2. Job Description

*Objectives of the Programme and the immediate Strategic Objective

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.

*Organizational context (Describe the individual role of incumbent within the team, focusing on the intricacy and difficulty of working environment)

Under the supervision of the WHO Representative, the assistant is a team member in the WHO Representative’s office. Routine tasks are performed independently with some discretion in

non-routine matters related to office procedures only, and guidance is provided by the supervisor on particularly complex or sensitive and urgent matters.

Established procedural and office guidelines are available, but where guidelines are incomplete, some interpretation may be required. The incumbent may need to select an approach to work where precedents do not exist.

*Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives; include main achievements expected)

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 this includes raising travel requests in the Global Management System (GSM), requesting itineraries, obtaining visas, arranging hotel bookings, requesting security clearance, etc., and following up/keeping records on the submission of the WR’s duty travel reports.
6. Ensure timely renewal of WR’s residency permits, UN Laissez Passer and other personal documents.
7. Maintain and update the WR’s library, list of contacts of different stakeholders, technical records, reference material and confidential files (paper based and electronic copies).
8. Take proactive follow-up action and keep the WR informed. Promptly route all correspondence, directives and requests to the Representative for timely action and/or signature
9. Respond and/or direct inquiries to the appropriate Unit for timely action and/or response. Maintain and organize up to date hard and electronic files for easy access and retrieval
10. Review in GSM purchase orders for catalogue and non-catalogue items, ensure adherence to WHO rules and procedures; follow up with concerned parties customs clearance, receipt of deliverables, storage, installation and finalization of payments.
11. Ensure proper maintenance of WRO equipment and report on asset inventory
12. Assist in administrative matters and meetings as needed, including briefing junior administrative staff and replace other staff as required.

3. Recruitment Profile Competencies: Generic

Describe the core, management competencies required – See WHO competency model – list in order of priority, commencing with the most important ones.

1. Teamwork
2. Respecting and promoting individual and cultural differences
3. Communication
4. Producing results.
5. Knowing and managing yourself
6. Moving forward in a changing environment

Functional Knowledge and Skills

*Describe the essential knowledge and the skills specific to the position

· Good drafting skills.

· Ability to maintain good working relationships with clients and stakeholders.

· Very good time management and stress management skills.

· Knowledge of WHO rules, manuals, procedures, practice and WHO Style Guide, as applicable to the administrative level an asset.

Education Qualifications

*Essential

Completion of secondary school, supplemented by secretarial training and Computer Training.

Desirable

University degree in business administration, social sciences or related field is an asset.

Experience

*Essential

At least eight years’ progressive secretarial/administrative experience.

Desirable

Relevant experience in the UN system.

4. Use of Language Skills

Excellent knowledge of English and local language. French is an asset.

Other Considerations (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.)

• Very good knowledge of Microsoft Office applications. – Demonstrated ability to op