Back Assistant, (G4), Temporary, Phnom Penh, Cambodia

OBJECTIVES OF THE PROGRAMME

The World Health Organization has been providing technical support to the Government of Cambodia to strengthen national capacities to comply with International Health Regulations (2005) by implementing and monitoring the National Work Plan for Emerging Disease and Public Health Emergency in line with the new Asia Pacific Health Security Action Framework. The mission of the WHE is to help countries coordinate international action, to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies. WHE brings together and enhances WHO's operational, technical, and normative capacities in outbreaks, emergencies and risk analysis to address all health hazards across the risk management cycle in a predictable, capable, dependable, adaptable and accountable manner. WHE is designed to operate within the broader humanitarian and emergency management architecture in support of people at risk of, or affected by, outbreaks and emergencies, consistent with ways that strengthen local and national capabilities.

DESCRIPTION OF DUTIES

Under the general supervision of the WHE -Country Team Leader, the Incident Manager, and guidance of the Head of WHO Country Office, Cambodia, the incumbent will perform the following function:

1. Screens incoming correspondence, documents and reports and routes to the supervisor with full background material and ensure sits distribution and follows up on deadlines;
2.  Takes/transcribes non-technical and technical correspondence, reports, etc. from dictation, tapes and manuscripts, using word-processing equipment, ensuring grammatical accuracy, conformity with procedural accuracy and format;
3. Drafts correspondence on routine matters on own initiative or from brief instructions, takes notes at meetings as basis for minutes and assists in providing interpretation, as and when required;
4. Sets up schedules of appointments for supervisor and visitors, places and screens telephone calls and answers queries with discretion;
5. Makes travel arrangement for the team, including transport/security clearances, preparation of briefing folders for duty travel;
6. Opens/organizes and maintains projects files with an appropriate system for follow up on responses and deadlines;
7. Undertakes searches, compiles and maintains information (on mandatory training and necessary follow-ups with the team, maintains overview of WHE Duty travel/leave plan/back up arrangement) relevant to the WHE and team
8. Initiates administrative actions related to procurement and supplies, staff, travel, project agreements and follows up as needed, including using the Global Management System;
9. Occasionally translates non-technical documents from Khmer to English and vice versa, if needed;
10.  Maintains, updates and make the necessary follow ups on expenditure records, preparation of local purchase orders for supplies and equipment and preparation of reports, as and when required;
11. Provides administrative support in organizing workshops, meetings and training courses, including preparations of related folder;
12. Supports the Executive Associate by providing secretarial and clerical support to consultants and visiting staff, as and when required including visas application, entry clearance, and hotel bookings;
13. Occasionally replaces secretarial staff within the country programme area during their absence as coordinated by the Executive Associate.

    REQUIRED QUALIFICATIONS

    Education

    Essential: Completion of secondary school or equivalent. Secretarial training an advantage.
    Desirable: University degree related to administration and management.

    Experience

    Essential: Minimum three years' experience in secretarial/administration functions.
    Desirable: Work experience in WHO or other international organizations. Experience working in a multi-cultural and high pressure work environment.

    Skills

    Thorough knowledge of office procedures.

    Typing and stenographic skills at required speed.

    Ability to discern routine from non-routine; ability to draft correspondence, summary of meetings and notes for the record;

    ability to use word-processing equipment and software (experience with using Oracle software an advantage). 

    📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

    ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

    Ability to coordinate logistics arrangement, understand budget and financing system .

    Ability to work harmoniously as a team member, to adapt to diverse educational and cultural backgrounds and maintain high standards of personal conduct (motivated, conscientious, and dedicated).

    WHO Competencies

    Enhanced WHO Global Competency Model: 
    who-enhanced-competence.pdf

    Teamwork
    Respecting and promoting individual and cultural differences
    Communication

    Use of Language Skills

    Essential: Expert knowledge of English and local language
    
    Other Skills

    Experience in Oracle-based or other ERP systems

    The work is performed in a typically normal office environment.

    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 12,304 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

    ADDITIONAL INFORMATION

14. This vacancy notice may be used to fill other similar positions at the same grade level
15. Only candidates under serious consideration will be contacted.
16. A written test and/or an asynchronous video assessment may be used as a form of screening.
17. 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.
18. According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
19. Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
20. The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
21. The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.
22. Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int
23. An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
24. WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
25. WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
26. For information on WHO's operations please visit: http://www.who.int.
27. WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
28. The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
29. Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
30. This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
31. In case the website does not display properly, please retry by:
32. (i) checking that you have the latest version of the browser installed (Chrome, Edge or Firefox);