Administrative Support

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. The organization operates in over 150 countries and has a workforce of more than 7,000 employees. WHO's work is guided by its 14th General Programme of Work, which emphasizes health as a fundamental human right and aims to achieve the Sustainable Development Goals (SDGs) by ensuring that no one is left behind. The WHO Country Office in Ukraine plays a crucial role in coordinating health initiatives and providing technical support to national authorities, thereby facilitating the implementation of health programs that align with the European Programme of Work 2020–2025.

Job Overview:
The Administrative Support position is integral to the functioning of the WHO Country Office in Ukraine. The incumbent will be part of a unit team responsible for providing a variety of secretarial, coordinating, monitoring, and administrative services that support project and program activities. This role requires a proactive approach to managing administrative tasks, ensuring effective communication within the team, and maintaining organized documentation. The successful candidate will be expected to draft correspondence, manage travel arrangements, and assist in the organization of meetings and events. Additionally, the role involves monitoring project budgets and expenditures, ensuring compliance with WHO guidelines, and facilitating the implementation of collaborative programs with national partners. The position demands a high level of professionalism, attention to detail, and the ability to work in a dynamic environment while adhering to WHO's core values of integrity, respect, and teamwork.

Duties and Responsibilities:
The incumbent will perform a comprehensive range of duties, including but not limited to: drafting and finalizing correspondence and documents based on prompts from professional staff; revising unit correspondence and reports for accuracy and proper formatting; taking notes during meetings and typing reports; managing travel arrangements and related documentation; scanning, recording, and following up on correspondence; monitoring project implementation and budget expenditures using the ERP system; organizing meetings and workshops, including logistical arrangements; maintaining the unit's filing system and ensuring easy access to information; responding to telephone inquiries and coordinating appointments; providing guidance on office practices and procedures; and assisting with the preparation of donor proposals and reports. The role requires a collaborative approach, working closely with both technical and administrative teams to ensure the smooth operation of the office and the successful execution of health initiatives.

Required Qualifications:
Candidates must demonstrate strong teamwork skills, respect for cultural differences, and effective communication abilities. Proficiency in standard office software and equipment is essential, along with formal or self-training in the use of office software. Experience with Oracle-based or other ERP systems is considered an asset. The role requires a proactive attitude and the ability to adapt to a changing environment, ensuring that administrative processes align with organizational goals and standards.

Educational Background:
The minimum educational requirement for this position is the completion of secondary school or its equivalent. A higher education qualification from an accredited institution is desirable and will be considered an asset in the selection process. Candidates are encouraged to provide evidence of their educational background, including any relevant certifications or diplomas.

Experience:
Essentially, candidates should have at least 5 years of relevant experience in the administrative field, or 3 years of experience if they possess a first-level university degree in public or business administration or a related field. Experience working with WHO or another UN agency is desirable, as is familiarity with Oracle-based or other ERP systems. The role demands a solid understanding of administrative processes and the ability to manage multiple tasks efficiently.

Languages:
Expert knowledge of English and Ukrainian is essential for this position. Knowledge of any other official UN language is considered desirable and may enhance a candidate's application. Proficiency in additional languages can be beneficial in facilitating communication with diverse stakeholders and partners.

Additional Notes:
This position is classified as a National Professional Officer role, meaning that only applications from nationals of Ukraine will be accepted. The role is expected to be full-time, with a fixed-term or temporary appointment. The remuneration package includes an annual base salary starting at USD 21,311, subject to mandatory deductions for pension contributions and health insurance. Employees are entitled to 30 days of annual leave. The WHO is committed to creating a diverse and inclusive work environment and encourages applications from women, persons with disabilities, and individuals from underrepresented member states. Candidates should be aware that a written test and/or video assessment may be part of the selection process, and successful candidates will need to provide proof of their educational qualifications. Additionally, WHO has a smoke-free environment and does not recruit smokers or users of tobacco.