Assistant To Director

OBJECTIVES OF THE PROGRAMME

Working under Outcome 4.3 of GPW 13 (Improved financial, human, administrative resources management towards transparency, efficient use of resources and effective delivery of results), the Department of Supply aims to ensure high-quality, consistent and responsive supply services through a collaborative approach to procurement hence supporting an efficient delivery of WHO programmes.The Supply Department has a responsibility for developing supply policies and processes applicable worldwide for sourcing, contracting, purchasing , shipping goods globally and for supporting the procurement of services.

DESCRIPTION OF DUTIES

GENERAL:

- Oversee and monitor the information flow of the office of the Coordinator or Director, screening, sorting, analysing and identifying areas requiring action by the Coordinator or Director.

- Ensure effective and timely follow up on requests for information, briefings and other actions, emanating from the office of the Coordinator or Director, liaising with units/teams, as appropriate.

- Receive visitors and telephone calls with tact and discretion, and acts according to the nature and urgency of each, including redirecting as appropriate.

- Provide background information for appointments with official visitors and/or staff members.

- Maintain Director's agenda and calendar by scheduling meetings and/or rescheduling owing to disruption by unforeseen events, redirects visitors and callers as necessary.

- Disseminate information on administrative procedures to GS staff in the Department and assist staff in adhering to WHO administrative procedures.

- Assist in Procurement matters for the Department by compiling the needs, preparing and submitting Registrations in the GSM and administering the Goods and Services POs in collaboration with the Responsible Officers.

- Coordinate and monitor office space requirements in liaison with relevant units as required.

CORRESPONDENCE:

- Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance.

- Verify that outgoing correspondence is presented in accordance with WHO and department styles and checking language, grammar and accuracy prior to submitting for signature and clearance.

- 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 professional staff, drawing their attention to specific items.

- Ensure that technical reports and documents are in line with WHO standards, rules, practices and procedures, editing and correcting them as necessary prior to their submission for signature or clearance of relevant authority.

- 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.

HUMAN RESOURCES:

-Assist the administrative officer for the timely appointment/renewal of contracts, initiating requests for temporary and fixed term staff in the HR Action Plan.

- Monitor leave and attendance records, as required.

- Act as WIMS administrator, as required.

PROCUREMENT:

- Initiate, through Oracle/GSM Procurement Requestor module, Purchase Requisitions for Services (Consultants, Agreements for Performance of Work (APW), Technical Services Agreements (TSA), and General External Services (GES) requests, etc.) or for Goods.

-Record receipt of deliverables, and initiate payments as per Responsible Officers' request.

BUDGET & FINANCE:

- Assist in the monitoring and progress review of projects and tasks in the GSM/Oracle work plan.

- Assist in the provision of timely budget information on project and task budget ceilings, award budgets, expenditure, and funds available, as required.

- Monitor income and expenditures for planning purposes.

- Assist in the follows-up of financial, budgetary and any outstanding issues concerning the team/department, including ensuring timely processing of committal documents.

- Assist in the preparation of financial and technical progress reports to donors.

INFORMATION MANAGEMENT:

- In close collaboration with other support staff, 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 (library, internet) as requested.

- Coordinate compilation of technical documents requested of and provided by professional staff, other Departments or Programmes or ADG to ensure they are logically compiled, formatted and assembled to facilitate the work of the Director.

MEETING ADMINISTRATION:

- Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including: preparing event plans in GSM/Oracle, letters of invitation, cost estimates and travel requests; assisting with preparation of 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 team/departmental meetings, according to schedules and need; taking minutes and following up on action points to ensure timely response to the requests of the Director and preparation of minutes.

- Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team's professional staff, checking their availability and ensuring they have the appropriate briefing files and documents.

TRAVEL:

- Using GSM/Oracle, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files 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.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or equivalent.

Experience

Essential: At least 5 years of relevant experience.

Desirable:

-Experience in administrative support positions in WHO or another UN agency an asset.

-Experience in Oracle-based or other ERP systems an asset.

Skills

-The incumbent maintains and updates proficiency in the use of modern office technology through of in-house courses, on-the-job training or self-training.

-He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief others and explain procedures.

WHO Competencies

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

Use of Language Skills

Essential: Expert knowledge of English.

Desirable: Intermediate knowledge of French.

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 HUF 6,369,000 (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.

• 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.