منظمة الصحة العالمية

ORGANIZATIONAL SETTING
Purpose of the Position:

To organize and arrange administrative support to the Head of Office, in coordination with a range of internal and external stakeholders.  The incumbent coordinates key routine functions of the Representative's office with different staff and sectors.

OBJECTIVES OF THE PROGRAMME AND THE IMMEDIATE STRATEGIC OBJECTIVE (OVERVIEW OF THE PROGRAMME):

To ensure that effective WHO country presence is established to implement WHO country cooperation strategies that are aligned with Member State’s health and development agendas, and harmonized with the United Nations country teams

ORGANIZATIONAL CONTEXT

Under the supervision of the  Head of Office, the assistant is a team member in the WHO administrative support team in the WHO Representative’s office. Routine tasks are performed independently with some discretion in non-routine matters related to office procedures only, and guidance is provided by the supervisor on particularly complex or sensitive and urgent matters.

Established procedural and office guidelines are available, but where guidelines are incomplete, some interpretation may be required. The incumbent may need to select an approach to work where precedents do not exist.

Description of Responsibilities:

1. Arrange and maintain WR's calendar of appointments, internal/external meetings including with high-ranking officials, receive visitors, place and receive telephone calls and answer queries, provide informal translation and take notes  and minutes/action points  during meetings, as required.
2. Receive, screen and route correspondence; undertake searches for information and provide background, as required; compile briefing materials needed by the Representative for use on official trips or special meetings, select and make pertinent abstracts.
3. Maintain contacts with different external partners including counterparts and officials in government institutions and diplomatic missions as needed; keep close contacts with counterparts in sister UN agencies; arrange and coordinate meetings as appropriate, maintain follow up system in relation to external contacts.
4. Draft internal memos and routine correspondence, type documents and reports, some of which are confidential, prepare tables, graphs and power point presentations, review correspondence/ document for conformity with established procedures and accuracy of statements.
5. Organize the WR’s travel: this includes raising travel requests in the Global Management System (GSM), requesting itineraries, obtaining visas, arranging hotel bookings, requesting security clearance, etc., and following up/keeping records on the submission of the WR’s duty travel reports.
6. Ensure timely renewal of WR’s & staff residency permits, UN Laissez Passer and other personal documents including UNIDs, MOFA card extensions and visas.
7. Maintain and update the WR’s library, list of contacts of different stakeholders, technical records, reference material and confidential files (paper based and electronic copies).
8. Monitor availability of office stationary and supplies, follow up on placing orders, receiving and monitoring them.
9. Assist in administrative matters and meetings as needed, including briefing junior administrative staff and replace other staff as required. Organize social events as requested.

Competencies :

1) Communicating in a Credible and Effective Way
2) Producing Results
3) Fostering Integration and Team Work
4) Knowing and managing yourself
5)  Moving forward in a changing environment

Qualifications :

• Educational Background:
• Essential
• Completion of secondary school, secretarial training and Computer Training
• Desirable
• University degree in business administration, social sciences or related field is an asset.
• Experience required:
• Essential:
• At least five years’ progressive secretarial/administrative experience.
• Desirable:
• Relevant experience in the UN system.

Professional Experience and Knowledge:
- Good drafting skills.
- Ability to maintain good working relationships with clients and stakeholders.
- Very good time management and stress management skills.
- Knowledge of WHO rules, manuals, procedures, practice and WHO Style Guide, as applicable to the administrative level an asset

Language Skills:
Arabic native speaker, with very good knowledge of English, written and spoken.
Very good knowledge of Microsoft Office applications. Demonstrated ability to operate Enterprise Resource Planning (ERP)/Oracle systems an asset.

To Apply:
Applications must be submitted by –30th June 2020-- to http://jobs.ps.undp.org
Type of contract: Local Individual Contract Agreement -LICA- UNOPS
Grade: G5
Duration: 1 year with a possibility of extension.
Applications must be in English and include your CV.

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