World Health Organization (WHO)

Administrative Assistant (HR)

World Health Organization (WHO)

Job Description

OBJECTIVES OF THE PROGRAMME 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.

DESCRIPTION OF DUTIES

ADMINISTRATIVE DUTIES: 1. Provide full administrative support to the assigned programme; draft, review and revise correspondence, reports, presentations, and documents and content in consultation with the supervisor, ensure compliance with WHO Style Guide, independently compose correspondence of administrative nature, take notes at meetings, provides informal interpretation/ translation when required. 2. Scan, record, refer and follow up correspondence and documents, evaluate the urgency or critical nature bringing them to the attention of the responsible staff. Inform and remind responsible staff of follow-up dates, response or specific actions, supplying supporting material as appropriate. 3. Compile background material for planning, Monitoring and Evaluation (including mini-review) exercises. Maintain and update the filing of technical documents and correspondence (paper based/databases). Create background reference material as appropriate. 4. Using GSM, monitor aspects of the implementation of country activities. Initiate and process different transactions in GSM, including procurement of goods and services. 5. Finalize all administrative and Logistics preparations required for the organization of meetings held in EMST (working groups, seminars/courses, workshops) and pay per diem to participants as appropriate (if needed); arrange for video conferences with Regional Office, HQ, other countries and partners. 6. Respond to and act on telephone enquiries in a timely manner, assess the critical nature of technical issues and direct them to appropriate staff for reply, coordinate appointments for supervisors. 7. Brief colleagues on general office administrative process, assist/replace administrative staff in the team and perform other related duties as required, participate in field visits, if required. Human Resources MANAGEMENT: 1. Administer the recruitment of staff and non staff, publish vacancy announcements, screen applicants, and finalize necessary arrangements for tests/interviews, conduct reference checks and initiate necessary appointment actions, finalize contractual arrangements for Special Service Agreements (SSAs), Consultants and Agreements for performance of work (APWs) through the procurement module. 2. In collaboration with HR/EMRO; monitor expiration of all types of staff and non staff contracts; initiate extensions, separations and other staffing actions in GSM; attach necessary documents, check availability of funds, and follow up with different stakeholders timely finalization of actions. 3. Administer the attendance system and GSM absence dashboard, update and maintain leave records for staff and non-staff (SSA holders, consultants, etc.), including:- verifying leaves claimed in GSM against the records of the Time and Attendance system, alert staff in case of any discrepancy and inform supervisors of excess leaves/absence;- submitting leave requests on behalf of absent staff members, and following up with staff to ensure confirmation of leaves in GSM;- responding to staff queries related to leave system and coordinating with Global Service Centre (GSC) and Human Resources (HR) to solve any related issues. 4. Follow up with concerned units/stakeholders on necessary arrangements regarding, travel, visas, residency permits, security clearances, travel authorizations, UN ID's, hotel bookings for staff and non-staff. 5. Update and maintain HR confidential files (electronic and hard copies), including performance appraisal records, ensure confidentiality, and provide related statistical information and reports as and when necessary, follow up with staff and non-staff the timely submission of Performance Management reports. 6. Perform tasks in situations of BCP activation and emergencies as assign by the supervisor and WR. 7. Perform other duties as required and related admin/ HR assistant functions in the country office.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary education supplemented by administrative training, including training in Human Resources Management. Desirable: University degree in business Administration, social sciences or related field is an asset.

Experience

Essential: At least five years' progressive experience in the area of administration, including experience in HR management. Desirable: Relevant experience in the UN system.

Skills

  • Demonstrated knowledge and application of human resources management policies and procedures.

  • Very good time management and stress management skills.

  • Very good communication skills and analytical skills.

  • Good knowledge of WHO/UN procedures and HR practices as applicable to the administrative level an asset.

  • Demonstrated ability to translate routine correspondence.

WHO Competencies

  • Teamwork.

  • Respecting and promoting individual and cultural differences.

  • Communication.

  • Setting an example.

  • Moving forward in a changing environment.

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Local language.

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 USD 22,198 (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 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.

  • Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

  • For information on WHO's operations please visit: http://www.who.int.

  • WHO is committed to workforce diversity.

  • WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.

  • WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

  • This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

Apply Now