Intern – Program Assistant

OBJECTIVES OF THE PROGRAMME

The country team is responsible for promoting technical cooperation, stimulating interest and coordinating assistance for health development based on global and regional strategies and WHO guidelines. The objective of this role is to provide administrative support to the technical unit. The incumbent shall perform functions related to Program support in the GSM environment.

The incumbent works based on general instructions, according to the policies, procedures, rules and regulations of the Organization, ensures the proper functioning in the team and department. The incumbent is invited to seek advice on unusual matters. Most of the work is checked for accuracy and relevance by the incumbent and by the Operations Lead and WR on an ad hoc basis for the achievement of results and quality in general.

DESCRIPTION OF DUTIES
Under overall guidance of the WHO Representative to the Eswatini Country Office and the supervision of a technical expert in the respective area, the intern is assigned the agreed terms of reference:
1. Organize the administrative preparation of internal and external meetings, including the provision of support in the procurement process through use of internal software systems.
2. Analyze correspondence and requests received, highlight incoming documents, and attach background information and identify areas requiring action by Program Managers, drawing attention to important issues, to ensure that deadlines are met.
3. Assist in organizing workshops, meetings, conferences, events; take minutes of meetings, maintain a record of attendance registers and follow up on issues requiring action to ensure prompt response to WHO requests.
4. Obtain information documents for meetings, seminars, workshops, etc. which Program Administrators take part in, verify their availability, and ensure that they have the appropriate information files and documents.
5. Ensure that technical reports and documents conform to WHO standards, rules, practices, procedures and editing style and correct them as necessary prior to submission to the Representative's signature.
6. Support to prepare requests for official travel by Program Administrators. Support in the preparation of airline and hotel reservations, prepare travel records, and handle other related matters upon request.
7. Maintain routine tracking of the workplan activities and implementation rate.
8. Perform other related duties as required or directed, including support to the Administration and the Representative's Office.

LEARNING OBJECTIVES
The purpose of the WHO Internship Programme is to provide an enriching learning experience for students and recent graduates. Within this internship, the intern will:
1. Demonstrate mastery; s/he should demonstrate knowledge in the use of modern office technology through internal courses, on the job or self-training.
2. Demonstrate understanding of procedures and practices, rules and regulations, organizational structure, in Country Office Understand the difference of work between headquarters, regional offices and country offices
3. Understand the objectives of the programme/area of work
4. Communicate clearly about the programme/area of work
5. Learn how to conduct proper filing and documentation of all activities.
6. Learn how to manage a program from an administrative perspective
7. Understand the preparation of background documents for meetings
8. Develop the outline of a document

DURATION OF INTERNSHIP
Duration is six (06) months.

REQUIRED QUALIFICATIONS
EDUCATION
Have completed the equivalent of three years of full-time studies of Public Administration, Business Administration, or Procurement and Supply Chain at a university or equivalent institution prior to commencing the assignment; AND be enrolled in a course of study at a university or equivalent institution leading to a formal qualification (applicants who have already graduated may also qualify for consideration provided that they apply to the internship within six months after completion of their formal qualification).

SKILLS
Core competencies
All interns should be able to demonstrate the following skills in line with the WHO core competencies:
1. Teamwork: treats all people with dignity and respect and demonstrates ability to work constructively with people of diverse backgrounds and orientations. Respecting and promoting individual and cultural differences
2. Communication: expresses oneself clearly in conversation and produces effective written communications.
3. Respecting and promoting individual and cultural differences
4. In addition, interns need to be familiar with commonly used computer programmes, such as Word, Excel, PowerPoint.

EXPERIENCE
1. Experience in the subject area through academic work or research
2. Experience in research and/or in drafting reports advantageous.

LANGUAGES
Essential: Expert knowledge of English.

FINANCIAL SUPPORT
Interns do not receive a salary. They do however receive a living allowance. The allowance depends on the duty station and other external support (grant, scholarships, etc.) received by the intern. In Mbabane, Eswatini, the maximum amount of the allowance provided by WHO is SZL13,380 per month. The exact amount of the living allowance will be calculated for each intern, after selection, based on a legal financial disclosure form that the individual will complete. In addition, WHO also provides all interns with accident and medical insurance coverage.

ADDITIONAL INFORMATION
 Please note that internships at WHO are very competitive and only a small number of applicants will be accepted every year. Only candidates under serious consideration will be contacted.
 If selected for a WHO Internship, candidates will be required to provide certified copies of proof of enrolment in an eligible course of studies, a completed WHO medical certificate of fitness for work, and the contact details for reference checks details
 Interns are not eligible to take up a consultant or other non-staff contract in WHO for a period of three months following the end of the internship. However, no such restriction applies to temporary or longer-term staff positions if the vacancy has been advertised and a competitive process completed.
 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.
 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.