Assistant to 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 has a mission 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 core functions include providing leadership on global health matters, shaping the health research agenda, setting norms and standards, articulating evidence-based policy options, providing technical support to countries, and monitoring and assessing health trends.

Job Overview:
The Assistant to Unit Head plays a crucial role in supporting the Information and Digital Technology (IDT) department at WHO. This position involves overseeing the information flow within the office of the Unit Head, ensuring effective communication and timely follow-up on requests. The incumbent will be responsible for managing the agenda and calendar of the Unit Head, coordinating meetings, and providing administrative support to enhance the efficiency of the office. The role requires a proactive approach to managing correspondence, human resources, procurement, budget and finance, information management, and travel arrangements. The Assistant will also be involved in organizing meetings and events, ensuring that all logistical aspects are handled smoothly. This position is essential for maintaining the operational excellence of the IDT department and supporting its mission to advance WHO's digital ecosystem.

Duties and Responsibilities:

• Oversee and monitor the information flow of the office of the Unit Head, ensuring effective communication and timely follow-up on requests.
• Manage the agenda and calendar of the Unit Head, scheduling and rescheduling meetings as necessary.
• Draft and finalize correspondence and reports, ensuring adherence to WHO standards.
• Coordinate human resources activities, including the timely appointment and renewal of contracts.
• Initiate procurement processes through Oracle/GSM, monitoring deliverables and payments.
• Assist in budget monitoring and provide timely financial information to the Coordinator/Director.
• Maintain filing systems and ensure information is up to date and efficiently used.
• Organize and coordinate meetings, seminars, and workshops, preparing necessary materials and taking minutes.
• Prepare travel requests and make arrangements for official travel. 1
• Perform other related duties as required to support the team and department.

Required Qualifications:
Essential qualifications include completion of secondary school education or equivalent. Desirable qualifications include secretarial training that provides a solid foundation in administrative practices, preferably within an international organization. Candidates should possess strong organizational skills, the ability to multitask, and a sound knowledge of WHO and UN administrative rules and regulations. The ability to exercise discretion and maintain confidentiality is crucial, as is proficiency in various office and computer packages.

Educational Background:
The position requires at least completion of secondary school education. A desirable qualification is secretarial training that has provided a solid grounding in administrative practices, ideally in an international context. This training should equip candidates with the necessary skills to handle the diverse administrative tasks associated with the role effectively.

Experience:
Candidates must have a minimum of 5 years of experience in secretarial or administrative positions. This requirement is reduced to 4 years with a first-level university degree or 3 years with an advanced university degree. Relevant experience within WHO or another UN agency is considered an asset, as is familiarity with Oracle-based or other ERP systems. The role demands a high level of independence and the ability to manage multiple tasks under pressure.

Languages:
Expert knowledge of English is essential for this position. Intermediate knowledge of French is desirable, as it may enhance communication within the international context of WHO's operations.

Additional Notes:
The position offers an attractive remuneration package, including an annual net base salary starting at MYR 67,070, subject to mandatory deductions for pension contributions and health insurance. Staff members are entitled to 30 days of annual leave. The recruitment process is subject to WHO's regulations, and candidates may be required to undergo a written test or video assessment. The organization is committed to diversity and inclusion, encouraging applications from women, persons with disabilities, and nationals of underrepresented Member States. The position is subject to local recruitment, and candidates must confirm their vaccination status as required by WHO before undertaking assignments.