Assistant to Team/Unit Head

Job Posting Organization:
The World Health Organization (WHO) is a specialized agency of the United Nations responsible for international public health. Established on April 7, 1948, WHO's mission is to promote health, keep the world safe, and serve vulnerable populations. With over 7,000 employees across more than 150 countries, WHO operates in various regions to ensure that everyone has access to competent health and care workers, thereby contributing to equitable and resilient health systems globally. The organization focuses on innovative and sustainable learning systems to empower health workers and improve health outcomes worldwide.

Job Overview:
The Assistant to Team/Unit Head plays a crucial role in supporting the Unit Head by managing the flow of information and ensuring effective communication within the team and with external stakeholders. This position involves overseeing administrative tasks, coordinating meetings, and managing correspondence to facilitate the smooth operation of the unit. The Assistant is expected to maintain the agenda and calendar of the Unit Head, ensuring that all appointments and meetings are scheduled efficiently. Additionally, the role requires the ability to analyze incoming correspondence and requests, providing necessary background information to assist the Unit Head in decision-making. The Assistant will also be responsible for drafting correspondence, managing human resources processes, and assisting in budget and finance monitoring, thereby contributing to the overall effectiveness of the unit's operations.

Duties and Responsibilities:
The Assistant to Team/Unit Head will be responsible for a variety of tasks, including but not limited to: overseeing the information flow within the office of the Unit Head, ensuring timely follow-up on requests for information and briefings, managing the agenda and calendar, drafting general correspondence, verifying outgoing correspondence for accuracy, monitoring requests for goods and services, coordinating office space requirements, assisting in the appointment and renewal of contracts, initiating procurement processes, monitoring project budgets, maintaining filing systems, arranging meetings and seminars, preparing travel requests, and performing other related duties as required. The Assistant will also be expected to exercise discretion and maintain confidentiality in handling sensitive information.

Required Qualifications:
Candidates must possess strong organizational and office skills, with the ability to work independently and manage multiple tasks under pressure. Proficiency in using various office and computer packages is essential, along with a sound understanding of WHO and UN administrative rules and regulations. The ideal candidate should demonstrate excellent communication skills, both written and verbal, and have the ability to exercise discretion in dealing with confidential matters. Familiarity with Oracle-based or other ERP systems is desirable, as is relevant experience in a similar role within WHO or another UN agency.

Educational Background:
The minimum educational requirement for this position is the completion of secondary school education or its equivalent. Candidates with higher educational qualifications may have an advantage in the selection process, especially if their qualifications are recognized by the World Higher Education Database (WHED).

Experience:
A minimum of 5 years of experience in secretarial or administrative positions is required. Relevant experience within WHO or another UN agency is considered an asset. Candidates should have a proven track record of managing administrative tasks effectively and efficiently, demonstrating their ability to contribute to the operational success of the unit.

Languages:
Essential language skills include expert-level proficiency in English and intermediate-level proficiency in French. Knowledge of another WHO official language is desirable and may enhance a candidate's application.

Additional Notes:
This position offers an attractive remuneration package, including an annual net base salary starting at EUR 45,202, subject to mandatory deductions for pension contributions and health insurance. The role includes 30 days of annual leave. The vacancy notice may be used to fill other similar positions at the same grade level. Candidates under serious consideration will be contacted, and a written test or video assessment may be part of the screening process. WHO is committed to diversity and inclusion, encouraging applications from women, persons with disabilities, and nationals of underrepresented Member States. The organization also emphasizes the importance of ethical standards and integrity in its workforce.