Programme Assistant under the Senior Management Office - (2309167) at World Health Organization

Job Description

Objectives of the Programme and the immediate Strategic Objectives

The country team is responsible for promoting technical cooperation, stimulating interest, and coordinating assistance for health development based on global and regional strategies and WHO guidelines. It is also responsible for contributing to the collection, analysis, and dissemination of health information.

• Organizational context (Describe the individual role of the incumbent within the team, theguidance and supervision received and training or briefing provided to others)

The incumbent performs functions related to Program support in the GSM environment. The incumbent works on the basis of general instructions, from his own experience, according to the policies, procedures, rules and regulations of the Organization, ensures the proper functioning in the team or department. The incumbent is invited to seek advice on unusual matters. Most of the work is checked for accuracy and relevance by the incumbent and by the Health Advisor/HSS Cluster Team Lead and WR on an ad hoc basis for the achievement of results and quality in general; correspondence is referred to the Health Advisor/HSS Cluster Team Lead as needful, before submission to the Representative.

• Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives)
• Initiate correspondence projects on the orientation of Program Managers; finalize them in accordance with WHO and departmental styles and check language, grammar, and accuracy before submission for approval and signature.
• Organize the administrative preparation of internal and external meetings, including the preparation of business plans in GSM / Oracle, letters of invitation, cost estimates and travel requests; assist in the preparation of documents; sending materials and liaising with participants and others involved.
• Analyze correspondence and requests received, highlight incoming documents, and attach background information and identify areas requiring action by Program Managers, drawing attention to important issues. Schedule meetings of Program Administrators, according to schedules and needs; take minutes of meetings and follow up on issues requiring action to ensure prompt response to WHO requests.
• Obtain information documents for meetings, seminars, workshops, etc. which Program

Administrators take part in, verify their availability, and ensure that they have the appropriate information files and documents.

• Ensure that technical reports and documents conform to WHO standards, rules, practices, procedures and editing style and correct them as necessary prior to submission to the Representative's signature.
• Use appropriate monitoring tools, monitor and ensure deadlines and deadlines are met, and correspondence and requests are analyzed and processed as soon as possible.
• Use GSM to prepare requests for official travel by Program Administrators. Make airline and hotel reservations, prepare travel records and handle other related matters upon request;
• Perform other related duties as required or directed, including support to the

Recruitment Profile

Competencies: Generic
Describe the core, management and leadership competencies required - See WHO competency model - list in order of priority, commencing with the most important ones.

• Communicating Credibly and Effectively
• Foster integration and teamwork.
• Produce results.
• Move forward in a changing environment.
• Manage resources effectively.

Functional Knowledge and Skills: -

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

• The incumbent will demonstrate mastery; actualize his knowledge in the use of modern office technology through internal courses, on the job or self-training. He / she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in Country Office, organic group and WHO, to be able to brief and explain procedures to other members Staff.

Educational Qualifications

Essential:

• Completion of secondary school followed by Administrative training.

Desirable:-

• Training in secretarial tasks and/or in an administrative field is desirable

Experience

Essential:-

• 5 years of experience program and administrative support positions in a recognized public or private institution

Desirable:-

• Experience in administrative support positions within WHO or another UN agency is anasset. Experience in Oracle-based systems or another ERP-like system is an asset.

Languages

• Essential - Fluency in English.
• Desirable – Working knowledge of French would be an advantage.
• English Read: Beginners Intermediate Expert Knowledge
• Write: Beginners Intermediate Expert Knowledge
• Speak: Beginners Intermediate Expert Knowledge
• French: Read: Beginners Intermediate Expert Knowledge
• Write: Beginners Intermediate Expert Knowledge
• Speak: Beginners Intermediate Expert Knowledge
• Please indicate if language requirements for English and French are interchangeable. Yes No (e.g. English expert level required, French working level required OR French expert level required, English working level required)
• Other (s): Read: Beginners Intermediate Expert Knowledge
• Write: Beginners Intermediate Expert Knowledge
• Speak: Beginners Intermediate Expert Knowledge

Other Considerations

• (e.g. Physical Workplace Condition, if other than normal office environment;
• IT Skills; etc.)
• 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 ERP systems an asset.