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Organization: WHO - World Health Organization
Location: Kyiv
Grade: Administrative support , GS-6, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
Administrative support
Project and Programme Management
Closing Date: 2024-07-08
OBJECTIVES OF THE PROGRAMME
The mission of the Division of Health Emergencies (WHE) is to build the capacity of Member States to assess, prevent and manage health emergency risks, and lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery to affected populations.
The WHE Division brings together and enhances WHO’s operational, technical and normative capacities in outbreaks, emergencies and risk analysis to address all health hazards across the risk management cycle in a predictable, capable, dependable, adaptable and accountable manner. The Programme is designed to operate within the broader humanitarian and emergency management architecture in support of people at risk of, or affected by, outbreaks and emergencies, consistent with ways that strengthen local and national capabilities.
DESCRIPTION OF DUTIES
The incumbent will perform all or part of the following, and other related responsibilities as required by the needs of the office.
- Administer and/or coordinate processing of work products and transactions across programme, financial, and administrative work areas.
- Supervising and training of Programme Assistants as assigned by the supervisor
Financial
- Review obligating documents, undertake reconciliations, and prepare reports, as required.
- Review and process transactions in the enterprise resource planning system and follow up with concerned parties on the receipt of deliverables and finalization of payments.
- Monitor aspects of the implementation of country activities (such as deadlines, funds for project/programme budget and financial expenditures) according to the approved country work plan, drawing the attention of the supervisor to problems, inconsistencies, and delays.
Administrative
- Support the preparation and monitoring of teamwork plans in the enterprise resource planning system.
- Coordinate and follow-up on human resources administrative tasks, ranging from providing the team with human resources-related information on rules and procedures, managing the human resources plan within the workplan, contracts management, onboarding and follow-ups to performance evaluation reports/performance management and development system issues.
- Manage the smooth running of the administrative functions, including maintaining an up-to-date status of the office space and acting as the office space focal point for the department.
- Check, obligate and clear purchase requests for services and equipment, working in close collaboration with relevant colleagues to ensure that ordered services are appropriate.
- Track/administer the team’s client-support/response system and flow of information, monitoring and ensuring the processing of requests and correspondence.
- Provide administrative support to the organization of internal and external meetings, including the preparation of letters of invitation, documents, cost estimates and travel requests, the distribution of materials and liaison with participants and other stakeholders.
- Compile and ensure the availability of documentation for team meetings, seminars, and workshops.
- Establish and or maintain the team’s electronic filing system of technical documents and correspondence.
RECRUITMENT PROFILE
Education
Essential: Completion of secondary education or equivalence training.
Desirable: University degree (Bachelor’s degree) in business administration, social sciences, or related field. Training in United Nations systems is an advantage.
Experience
Essential: A minimum of 8 years of progressively responsible work experience relevant to the position (in the secretarial/administrative field) OR 4 years with a Bachelor or higher degree provided the university degree is relevant to the position.
Desirable: Relevant experience in WHO or in the United Nations system (UN). Experience in enterprise resource planning systems.
WHO Competencies
1) Teamwork
2) Respecting and promoting individual and cultural differences
3) Communication
4) Producing Results
5) Ensuring effective use of resources
Use of Language Skills
Essential: Excellent knowledge of English and Ukrainian.
Desirable: Intermediate knowledge of any other Official UN languages.
Skills
- Proficiency in the use of standard office computer software, note taking and operation of computerized systems and databases.
- Demonstrated knowledge of procedures and practices, rules and regulations in an administrative support area in a United Nations or WHO country office.
- Ability to undertake research, and prepare reports, briefing materials, and maintain filing systems.
- Basic financial accounting skills.
- Ability to train, brief and explain administrative procedures to other staff members.
- Ability to review, write/draft routine and non-routine correspondence and reports using proper grammar, punctuation and style.
- Ability to maintain effective client relationships and proactivity in servicing clients.
- Proficiency in computers and office software packages, handling of web-based management systems, enterprise resource planning (ERP) systems and Cloud Management Enterprise System such as Workday.
- Ability to identify and manage one’s own emotions, as well as helping others to do the same.
REMUNERATION
Remuneration comprises an annual base salary starting at USD 23,442 (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 and/or an asynchronous video assessment may be used as a form of screening.
- In the event 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.
- According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
- Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and E-Manual.
- The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
- The WHO is committed to achieving gender parity and geographical diversity in its workforce. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.
- Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int
- An impeccable record for integrity and professional ethical standards is essential. 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 (https://www.who.int/about/who-we-are/our-values) 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 short-listed candidates.
- WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
- WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
- The statutory retirement age for staff appointments is 65. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
- For information on WHO’s operations please visit: http://www.who.int
- This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
- Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
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