Back Office Assistant, Brussels, Belgium

Office Assistant

( 2100270 )

Grade : G4

Contractual Arrangement : Fixed-term appointment

Contract Duration (Years, Months, Days) : 2 years

Job Posting: Jan 19, 2021, 7:00:50 PM

Schedule: Full-time

OBJECTIVES OF THE PROGRAMME

The Division of the Regional Director (RDD) provides the visionary leadership and, together with BOS, supports the Country Offices and all the other Divisions in the efficient delivery of the EPW through agile transformation and implementing WHO Value Charter. RDD has the overall responsibility for the planning, execution and evaluation of WHO programmes at the regional and country levels and in strengthening the alignment and joint work across the three levels of the organization. It is the safeguard of the WHO Values Charter. It encompasses the enabling functions of resource mobilization and alliances, external relations and communications, and support to governing bodies of the European Region, in addition to organization development, staff development and learning, and transformation. It also specifically includes the representative function of WHO with the institutions of the European Union., the EURO Ombudsman who reports directly and independently to the Regional Director, and the committee on staff health and wellbeing.

The European Observatory on Health Systems and Policies is at the forefront of international evidence generation and knowledge brokering for health policies and systems. Its mission is to support and promote evidence-informed health policy-making through comprehensive and rigorous analysis of the dynamics of health systems and policies in Europe. The Observatory's aim is to generate evidence and broker knowledge so that policy makers can take better health systems decisions and improve population health. Its objectives include: --> Describing and analysing health systems and the changes they undergo;

--> Mapping trends and making comparisons (including with relevant countries outside Europe) to support European policy making;

--> Mobilizing experience from practice across Europe to give insights into policy issues;

--> Working in partnership with governments, international organizations, academics, policy-makers and practitioners to provide evidence and evidence-informed policy options to national and European policy-makers;

--> Employing (and developing) a range of knowledge brokering tools to communicate effectively with policy-makers;

--> Feeding evidence into the wider health policy debate.

The Observatory is a partnership hosted by the WHO Regional Office for Europe. It includes the Governments of Austria, Belgium, Finland, Ireland,Norway, Slovenia, Spain, Sweden, Switzerland and the United Kingdom; the Veneto Region of Italy; the French National Union of Health Insurance Funds (UNCAM); the World Health Organization; the European Commission; the World Bank; the Health Foundation; the London School of Economics and Political Science (LSE); and the London School of Hygiene & Tropical Medicine (LSHTM). The Observatory consists of a Steering Committee, senior management team and staff. Its core Secretariat is in Brussels and it has offices in London at LSE and LSHTM and Berlin (TUB).

DESCRIPTION OF DUTIES

To provide administrative support to the Observatory administrative team in the area of human resources, non-staff contracts and with meetings and related travel.

Key duties: Non-staff contracts

• Receive and review purchase requests for consultancy and other services from Requestors (Technical colleagues) for clarity, compliance, detail, completeness, and obtains additional information considered necessary;
• Initiate APWs and other contracts to individuals or to companies through the Procurement module;
• Track the status of consultant requisitions, APWs and other contracts and update the consultancy procurement tracker or other platforms;HR administration
• Initiate and circulate the necessary memo to request establishment of positions / recruitment actions;
• Circulate vacancy notices and assist with relevant administrative actions and logistics in recruitment/selection processes within the OBS;
• Monitor HR Action Plan rejections and report them for further action;
• Monitor and report on new appointments, consultancies, extension of appointments, separation actions, changes in status actions for staff and for consultancies, on a regular basis; and liaise/follow upwith HR counterparts in HRM/EURO and GHR, as needed;
• Maintain the Observatory Roster: make periodic calls for experts; support selection process and the panel; and liaise with applicants as needed.
• Assist staff initiating Travel Request for statutory travels, such as home leave, education travel, etc.
• Process requests for Special I.D. Cards (resident permits) and visas from the Ministry of Foreign Affairs and the Immigration Authorities for staff in Brussels, London or Berlin.
• Assist the Leave Administrator and acts as back up Leave Administrator.Other duties:
• Support Observatory events and related administration, including issuance of travel requests, as needed.
• Assist /brief staff in the use of the staff self-service module (GSM end-users).
• Serve as back up to the team members in administrative positions within the OBS.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school or equivalent.

Desirable: Relevant higher education or post-secondary school courses in a field relevant to the position.

Experience

Essential: At least 3 years of demonstrated experience in the secretarial/administrative field.

Desirable: Relevant work experience in WHO or in the UN system or in an international environment or institution. Demonstrated work experience in human resources contract administration and/or recruitment. Experience organizing or supporting the organization of meetings and travel.

Skills

Proficiency in the use of standard office computer software, note taking and operation of computerised systems and databases.Ability to work in a fast-paced environment. Ability to identify and manage one's own emotions, as well as helping others to do the same.

WHO Competencies

Teamwork

Respecting and promoting individual and cultural differences

Communication

Knowing and managing yourself

Producing results

Use of Language Skills

Essential: Expert knowledge of English.

Desirable: Intermediate knowledge of French,Russian,Germa.

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 EUR 41,794 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

• This vacancy notice may be used to fill other similar positions at the same grade level
• Only candidates under serious consideration will be contacted.
• A written test may be used as a form of screening.
• 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.
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
• Staff members in other duty stations are encouraged to apply.
• For information on WHO's operations please visit: http://www.who.int.
• WHO is committed to workforce diversity.
• WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

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