Back Team Assistant (G5 Roster)

.

Qualifications

THIS VACANCY NOTICE WILL BE USED TO REPLENSIH THE G5 ROSTER AND FILL BOTH FIXED-TERM AND TEMPORARY

VACANT POSITIONS IN VARIOUS DIVISIONS

Objective of the Programme:

The objective of the Division of Business Operations (BOS) is to support the work of WHO in the European Region through delivery of services within the areas of human resources, finance, contracting and procurement, legal advice, information & communications technology, printing, security, facilities management, fixed assets, conference support, travel and transport, and staff wellness and well-being. As an enabling function, the division enhances the productivity of the health technical programmes and country offices while at the same time overseeing accountability, transparency and compliance with WHO administrative rules and regulations. The BOS division strives to strengthen the capacity of WHO/Europe to react in an agile way to external and internal

changes. The division projects are designed to increase productivity, ensure financial sustainability of the region’s structures, reinforce a client-oriented culture, strengthen country office capacities, and drive strategic initiatives to enhance staff motivation and well-being.

 The purpose of the Administrative Services and Conferences (ASC) unit is to deliver efficient, cost effective and responsive support through a service-oriented approach for the day-to-day operations of EURO. Responsibilities include: Infrastructure - premises & facilities, office space, asset management; Logistics - travel, transport, mail & shipment, conferences, printing, records; Administrative services - office supplies, records, protocol, privileges, and security.

 DESCRIPTION OF DUTIES

 As Team Assistant, the incumbent will ensure the smooth flow of work as related to administrative activities, coordinating actions with other support staff in the Unit and in consultation and collaboration with the Assistants to other Heads of Unit and Director.

 GENERAL

• Receive visitors and telephone calls with tact and discretion and acts according to the nature and urgency, including redirecting as appropriate.
• Provide background information for appointments with visitors and/or staff. 

   CORRESPONDENCE

  • Reviews all correspondence received including those via the Unit's generic inboxes.
  •  Analyze incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of the responsible officer's needs, or redirecting them as appropriate; identify and highlight incoming documents and attach background information and identify areas requiring action by team members, drawing their attention to specific items.
  • Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.
  • Draft general or administrative correspondence on own initiative or as per instructions. Verify that outgoing correspondence, reports and documents are presented in line with WHO standards, rules, procedures and department styles, check language, grammar and accuracy, edit and correct them as necessary prior to submitting for signature and clearance.

     

     

    HUMAN RESOURCES

    • Ensure the timely appointment/renewal of contracts, initiating requests for temporary and fixed-term staff in the HR Action Plan.
    • Arrange and follow through onboarding and induction of new team members, provide training/briefing to new team members on administrative matters and procedures.
    • Act as the Unit’s Leave Administrator, check team attendance records against system records, collect and verify flex-time sheets before submitting for supervisors’ signature and filing, follow up in case of discrepancies, take action during team members’ long absence or when access is not available.

       PROCUREMENT

      •  Initiate contracts for consultants, Agreements for Performance of Work (APW), and other contract modalities.

      • Monitor and record receipt of deliverables and initiate and monitor payments as needed.
      • Initiate requisitions for goods procurement, and monitor and receipt of deliverables.

        📚 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!

         BUDGET & FINANCE

        • Assist with the maintenance of the Unit`s workplan/budget; including the monitoring and progress review of the project, task budget ceilings, award budget, expenditure and funds available, as required; provide Unit members with timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required.
        • Monitors income and expenditures for planning purposes. Promptly follows-up on financial, budgetary and any outstanding issues concerning the team/department, including ensuring timely processing of committal documents.
        • Assists in the preparation of financial and technical progress reports.

           INFORMATION MANAGEMENT

          •  In close collaboration with other team members, create and/or maintain filing systems; continual review of filing system to ensure information is up to date and effectively and efficiently used.

          • Obtain documents and information from in-house and external sources as required; perform information searches as requested.
          • Assist in the production of brochures for internal use. Maintain/update ASC pages on the WHO/EURO Intranet. 

             MEETING ADMINISTRATION

            • Arrange, coordinate and lead administrative preparation for the Unit’s meetings, retreats, seminars, workshops, including letters of invitation, costs calculation and travel requests; assist with preparation of briefing files and documents, dispatching of materials and liaising with participants and others involved.
            • Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions.
            • Schedule weekly team and ad hoc meetings, according to schedules and need; taking and preparation of minutes.

               

              TRAVEL

              • Coordinate team members’ quarterly travel plans for approval by Head of Unit and Director.
              • Prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files/briefings and deal with other related matters as requested or on own initiative.

                 OTHER DUTIES

                •  Perform other related duties as required or instructed, including providing support to other areas of work

                   WHO Competencies:

                  1) Teamwork

                  2)  Respecting and promoting individual and cultural differences

                  3)  Communication

                  4) Knowing and Managing Yourself

                  5) Producing Results

                   Functional Knowledge and Skills:

                   Essential:

                  •  Competence in Microsoft Word, PowerPoint, Excel, email, and SharePoint. 

                  • Strong skills to work independently. Strong organization and office skills, as well as skills in note taking and minute writing.
                  • Sound knowledge and skills using a variety of office and computer packages.
                  • Sound knowledge of WHO and/or UN administrative rules and regulations, procedures and practices.
                  • The ability to multitask and work under pressure.
                  • The ability to exercise discretion at all times in judging the importance, urgency and confidential nature various issues and tact when dealing with staff and external partners.
                  • Emotional intelligence;