Administrative Associate

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 and partners - 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, preparefor, 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-makin; 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-spoke structure 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 development and implementation of training opportunitiesin emergency and disaster riskreduction, the provision of tailored country support in sustainable capacity building, and the facilitation of access to capacity building resources in the Region.

DESCRIPTION OF DUTIES

To provide administrative support in the planning and implementation of financial and human resource management, logistics and functioning of the European Centre for Preparedness for Humanitarian and Health Emergencies (PHHE) to enable a coherent and efficient implementation of the Centre's work plan and mission.

Key duties:

Office management general:

To support PHHE Centre in planning andimplementation of WHO's work by providing of advice and services in humanresources management, execution of the programme of work, preparation andoversight of the budget, management of finances, office premises, procurement,security compliance, liaison with other UN Agencies.

Monitors expenditures of the PHHE Centre andverifies the imprest account inputs before submitting for approval of the Head of Centre and dispatching to FCP/EURO.

Acts as one the signatories for the PHHE Centrefor bank account.

Administrative/coordination support to Centre's staff:

Responsible formonitoring and review of programme planning, implementation and evaluation,ensuring compliance with programme budgets (in collaboration with the Finance Assistant and Regional Office), deadlines, reporting cycles, financialcontrols, and timely update of GSM. Coordinates and consolidates the Centre's contributions to briefing notes and activity reports ensuring timely completion and submission.

Plan, recommend and implement systems, norms and procedures, in compliance with existing policies for administration of human, financial and material resources, monitoring, control and evaluation of such processes.

Manage all recruitment and staff administrationfunctions related to the staffing of the PHHE Centre including appropriate workdistribution among staff. Coordination and processing of internshipapplications.

Liaises with the divisional office in Copenhagen as well as the DAF division to ensure compliance with corporate deadlinesas well as adherence to standards and WHO rules and regulations and procedures.

Assist and advise programme and administrativeteams and colleagues on budgetary, financial, human resource,supply/procurement and infrastructure regulations and procedures.

Prepares and followsup on meetingsorganized by and/or on behalf of the Centre. Participates as needed tocoordinate and/or provide administrative and logistics support.

Monitors important deadlines, issuing remindersas appropriate. Establishes and maintains records on on-going collaboration,counterparts and activities of the Centre.

Provides support inthe organization of Centre's head of office duty travel and appointments andcoordinates programmes for visitors.

Drafts general or administrative correspondenceon own initiative for the Head of the Centre's and technical correspondence according toinstructions given, ensuring that correspondence/documents submitted for theHead of the Centre's clearance/signature are prepared according to WHO rules,practices and procedures, redrafting/correcting and returning to other stafffor action as necessary.

Coordinates andorganizes internal induction programme for all new staff at the Centre andensures they participate in centrally run WHO induction programmes/trainings.

Other:

Provides assistance asrequired to the Head of the Centre and performs other related duties asrequired by the supervisor/s.

REQUIRED QUALIFICATIONS

Education

Essential: Completion ofsecondary school education or equivalent.
Desirable: Technical trainingcourses in office and/or management related areas.

Experience

Essential: At least 8 years of relevantexperience. Experience in Oracle-based or other ERP systems.
Desirable: Relevant experiencein WHO or another UN agency is an asset.

Skills

Strong organization andoffice skills, as well as skills in note taking and minutes writing.Strong skills to workindependently.Sound knowledge and skillsin using a variety of office and computer packages. Ability to multitask andwork under pressure, in a fast-paced environment. Ability to identify and manage one's own emotions, as well as helping othersto do the same.

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Moving forward in a changing environment

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 149,271 (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.