The ITT department's main objective is to provide high quality and cost-effective Information and Communications Technology (ICT) services which assist WHO in achieving its mission of health for all. The objective of the ITO team is to provide corporate support and consistent shared service to the ICT function across WHO including governance and coordination of global ICT initiatives, project planning, service management, finance and administration.
As an Administrative Assistant to the IT department, the incumbent provides administrative, HR, procurement, general secretarial and other required support primarily to ITT staff located in Kuala Lumpur. This position directly reports to the Project Management Officer and collaborates with the Administrative Assistant (Director's Office).
1. Servicing the Unit- as well as the extended departmental staff across a number of areas such as HR, procurement, the post ensures compliance with WHO general rules and regulations in executing various support activities in the mentioned domains, and , where necessary, adopt common approaches in activities and deliverables within the administrative support team. This includes:
a. Participation in the financial, budgetary and planning process by using WHO corporate systems (e.g. GSM) and other appropriate tools.
b. Advising IT staff on applicable financial and procurement policies and procedures.
c. Preparing required reports to effect a timely review of activities and outputs.
d. Being responsible for and executing all HR-related administrative transactions required, covering a total of 70 positions on issues such as monitoring/track-keeping of contractual arrangements (initiating contracts, renewals, extensions, drafting memos under guidance from professional staff on justifications for exceptions where required), monitoring and effecting timely payments for APWs and other similar HR support activities.
e. Prepare travel authorizations, checking timetables and costs with WHO's travel agency, making flight and hotel reservations, and dealing with other related matters as requested or own initiative.
f. Participating in the organization of team and departmental meetings, workshops, seminars, etc., taking notes, reminding core staff of follow-up points, deadlines, tasks to be implemented etc, as well as the provision of similar assistance to other teams as required.
g. Provision of the full range of administrative/ secretarial and logistical support to teams, managers or team leads in aspects of routine office operation and also during review of proposals, opening of bids, and setting up schedules, including on issues related to space-planning, asset monitoring, etc.
2. Other duties and responsibilities include:
a. Proactively handles customer, tickets or service requests, ensuring all assigned tickets (and emails) are responded to and resolved within the agreed Service Level Agreements.
b. Replaces other administrative support staff as required.
c. Performs other related duties as required or instructed, including providing secretarial support to other areas of work and team or the department as necessary.
Essential:
Completion of secondary school education or equivalent.
Desirable:
Secretarial training which has provided a sound grounding, preferably in an international organization.
Essential:
- At least 8 years of relevant experience in administrative/secretarial support positions, preferably including experience in WHO.
- 6 years with a relevant first level university degree, or
- 5 years with a relevant advanced university degree.
Desirable:
Experience in using ERP systems; for example, Oracle eBusiness suite.
- Ability to effectively collaborate with teams in an international, multi-cultural, multi- disciplinary environment separated by geographical locations and working under different time- zones.
- Proactive, flexible, resourceful and able to work independently with limited supervision.
- Ability to familiarize self and follow a defined set of processes for the effective handling of day- to-day transactions including WHO administration, procurement and/or financial policies and guidelines. Work requires keeping up-to-date with new/changing procedures and regulations.
- Ability to identify issues and risks and escalate these to supervisor in a timely and effective manner.
- Careful attention to detail and to check own work for accuracy, coupled with the ability to continuously monitor and track progress of own work.
- Ability to deliver within the agreed timelines with utmost quality.
- Ability to write clear and concise documentation (e.g. memos) that will be sent for approvals.
- Good interpersonal skills with the ability to think and act quickly, sometimes under pressure and yet remain effective.
- Excellent organizational skills.
- Must be IT literate and have demonstrated skill and proficiency in the use of computers.
- Ability to work as a team member.
1. Producing results
2. Knowing and managing yourself
3. Moving forward in a changing environment
4. Setting an example
Essential:
Expert knowledge of English.
Desirable:
Intermediate knowledge of French.
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 MYR 67,719 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.
This vacancy is archived.