Assistant to Director (Roster) – (2407132)
Grade: G6
Contractual Arrangement:Fixed-term appointment
Contract Duration (Years, Months, Days): 2 years (subject to 1st year probation period, availability of funds and satisfactory performance)
IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.
DESCRIPTION OF DUTIES
Within the Office of the Director of the Division, the incumbent provides administrative and secretarial assistance a range of support to the Director of the division to ensure smooth, efficient and effective operations of the administrative functions of the Division. The incumbent is assigned all or part of the following
responsibilities:
- Oversee and monitor the information flow of the Director’s office. Analyse incoming matters in the light of background material, instructions, policies and precedents; research and attach background documentation in anticipation of the Director’s questions and information needs, identifying and highlighting areas requiring action by the Director.
- Coordinate presentation to the Director of all documents requested of and provided by units/programmes/offices under his/her responsibility by ensuring that all such documents are logically compiled, formatted and assembled in a manner that facilitates the work of the Director. Compile and prepare reports/summaries on key ongoing matters and issues as required by the situation. Ensure that information required by the Director for decision-making is reviewed in a timely fashion by the appropriate supporting technical team under the office of the Director.
- Ensure effective and timely follow up on requests for information, briefings and other actions emanating from the office of the Director, liaising with divisions/units/teams/offices as appropriate. Using appropriate tracking tools, follow-up and ensure that deadlines are met, and queries addressed in a timely manner. Develop and maintain systems to monitor work progress and submissions and deadlines. Conduct information searches and retrieve key information as needed by the Director, when necessary, compile summaries.
- Create, maintain, update and monitor access to specific Director files and reference system, ensuring timely and appropriate filing of confidential and sensitive information.
- Manage smooth operation of the Director’s daily agenda and calendar, scheduling and arranging meetings and visits, including high-level dignitaries and delegations from governments, other UN agencies and/or WHO partners, etc. observing appropriate protocol and exercising tact and discretion. Provide background information for appointments with internal and external visitors, contact units in the division to obtain information and/or request preparation of speeches, briefings, etc.
- Screen and receive visitors and telephone calls with tact and discretion, make appointments and act according to the nature and urgency of each, including redirecting as appropriate; provide background information concerning purpose of appointments with official visors and/or staff members; arrange/rearrange schedules disrupted by unexpected events.
- For internal meetings organized by the Director, prepare agenda and other papers, ensure that documentation and briefing files are prepared in due time. Proactively organize internal meetings of staff when and as needed in connection with key work of the Division and Director’s office. Provide assistance with preparation of Director’s speeches/speaking points at external meetings, as needed. 8. Manage and organize all duty travels for the Director.
- Draft general or administrative correspondence on own initiative for the Director’s signature and more technical correspondence according to instructions given by the Director, ensuring that correspondence/documents submitted for the Director’s clearance/signature follow WHO rules, practices and procedures, proofreading and recommending revisions to administrative correspondence and other material for the Director’s signature to ascertain accuracy in content, conformance to established practices, policies and procedures and returning to divisions/programmes for further action as necessary. Finalize correspondence/reports as needed/requested. Prepare confidential correspondence and documentation as required.
- Maintain close contact with a broad range of staff at all levels in the Division and outside, ensuring timely flow of information during planning and evaluation exercise and follow up on deadlines, collecting information from divisions/programmes, checking and editing as necessary, for timely submission to the Director. Reply on administrative and operations matters related to the work of the Director’s office on behalf of the Director, as delegated.
- In the absence of the Director, ensure the smooth running of the office by briefing and supporting the acting person. Provide assistance with training and briefing other staff within the Director’s office when necessary.
- Perform other duties as assigned by the Director within the range and scope of assigned responsibility.
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary school education or equivalent commercial school.
Desirable: Higher education is an advantage. Technical training courses in office and/or management related areas.
Experience
Essential: At least 8 years of relevant experience.
Desirable: Relevant experience in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems a strong asset.
Skills
- Strong organization and office skills, as well as skills in note taking and minutes writing.
- Strong skills to work independently.
- Sound knowledge and skills in using a variety of office and computer packages.
- Ability to multitask and work under pressure, in a fast-paced environment.
- Ability to exercise discretion at all times in judging the importance, urgency and confidential nature of various issues, and tact when dealing with staff and external partners.
- Ability to identify and manage one’s own emotions, as well as helping others to do the same.
WHO Competencies
Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Moving forward in a changing environment
Use of Language Skills
Essential: Expert knowledge of English.
Desirable: Intermediate knowledge of French, Russian and/or German.
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 DKK 382,145 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.
ADDITIONAL INFORMATION
- 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.
- 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 reasonableaccommodation@who.int
- 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.
- 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 shws@who.int.
- 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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