Operations Assistant

OBJECTIVES OF THE PROGRAMME

The Division of Country Support, Emergency Preparedness and Response (CSE) supports the coordination of the efforts of multiple sectors of the government andpartners - including bi- and multilaterals, funds and foundations, civilsociety organizations and the private sector - to attain health objectives and national health policies and strategies. This includes helping Member States to manage and respond to the health needs of refugees and migrants, with a focus on access to health services and on preparedness for refugee and migrant influxes. The Division houses the WHO Health Emergencies Programme (WHE) that provides technical guidance and operational support to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies.WHE assists countries to contain and mitigate the risk of high-threat diseasesand infectious hazards; to detect and assess emergency health threats and inform public health decision-making; and to respond rapidly and effectively to emergencies under a coordinated Incident Management System. It ensures WHO's work in emergencies is effectively managed, sustainably financed, adequately staffed and operationally ready to fulfil its mission. Its hub-and-spokestructure ensures country-specific and inter-country activities in priority countries.

The European Centre for Preparedness for Humanitarian and Health Emergencies (PHHE) aims at strengthening WHO/EURO Member States' capacities in preparedness for humanitarian and health emergencies through innovative, collaborative and sustainable approaches to capacity building, including through the developmentand implementation of training opportunities in emergency and disaster risk reduction, the provision of tailored country support in sustainablecapacity building, and the facilitation of access to capacity building resources in the Region.

DESCRIPTION OF DUTIES

As partof a unit team, the incumbent performs a variety of secretarial, coordinating,monitoring and administrative services in support of project/programmeactivities.

Key duties:

Arrange/support issuance of ID cards, processing & issuance of visa/residence documents for international staff & training/meeting/event participants, processing of tax exemption submissions, customs' clearance documents, import and export permits as necessary for office goods, equipment and suppliers, vehicles and personnel effects of staff in coordination with the Ministry of Foreign Affairs and other line ministries as required

Monitor implementation and alert supervisor on issues of compliance with work plans, financial rules and regulations and award agreements. Assembles draft background for planning, monitoring and evaluation exercises. Inputs duty travel recommendations and issues reminders re follow up, records project/programme monitoring and evaluation notes.

Makes administrative arrangements for country and inter country activities including preparation of various committal documents related to procurement of goods and services, arrangements of study tours and duty travel in accordance with the approved programme budget/collaborative programmes with countries.

Provide administrative and logistical assistance in the context of the organization of meetings (working groups, seminars/courses, workshops, and symposia), i.e.: makes administrative preparations, including organization of practical local arrangements, advance transport of documents/equipment and hospitality. Provides administrative and secretarial support during the meetings and pays per diem to participants if required. Prepares administrative reports.

Establishes and maintains the unit's filing system of technical documents and correspondence. Creates background files and compiles reference material as appropriate. Accesses and retrieves information from relevant databases and updates as required.

Responds to and acts on telephone enquiries. Assesses the critical nature of technical enquiries and refers them to appropriate staff for reply. Coordinates appointments for supervisor and organizes programmes for visitors.

Provides briefing and guidance to all staff on general office practices and procedures; assists/replaces colleagues in the team; takes minutes in meetings.

Maintains records of office properties and assets and guides all staff on usage and registration of the office assets and equipment issued in accordance to WHO rules and regulations.

Provide logistical support and drive office vehicle/s when warranted and authorized as such by the HOO or his/ her representative in times of need/emergency.

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

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school or equivalent.
Desirable: Relevant higher education or post-secondary school courses in a fieldrelevant to the position.

Experience

Essential: At least 5 years of progressively responsible experience in thesecretarial/administrative field,
Desirable: Experience in an international environment orinstitution. Relevant experience in WHO or in the UN.

Skills

Proficiency in the use of standard office computer software, note takingand operation of computerized systems and databases.Sound interpersonal skills and flexibility. Ability toadapt to competing priorities. Ability to work in a fast-pacedenvironment. Emotionalintelligence; Ability to identify and manage one's own emotions, as well ashelping 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. Expert knowledge of Turkish.
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 TRY 123,366 (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 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.

• 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.