Team Assistant

OBJECTIVES 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 priorities, sustainable development agendas and harmonized with the United Nations country teams and partners to improve health outcomes and progress towards achieving Universal Health Coverage

DESCRIPTION OF DUTIES

The incumbent will perform the following duties:
1. Receive, screen, process and follow-up generic WHO addresses e-mail, correspondence and requests, draft faxes, letters and memos, and follow up on implementation of all administrative actions, ensuring adherence to deadlines and timely response to correspondence and queries.
2. Handle incoming and outgoing mail and pouch. Record correspondence and maintain filing systems. Type, ensuring correctness of language as well as format, and in accordance with WHO Style Guide, correspondence, reports, documents and presentations upon written/verbal instructions, and independently compose correspondence of purely routine administrative nature.
3. Make necessary arrangements regarding duty travel of staff in the unit, WHO staff on mission, consultants and MoH participants to meetings, etc,, submit travel requests (TRs) in the Global Management System (GSM), arrange for flight and hotel reservations and deal with other related matters.
4. Type documents and presentations for preparation of country, intercountry and regional meetings, workshops, training courses, etc., send invitation letters to participants, photocopy documents and prepare files; follow up with logistics units regarding arrangements. Provide secretarial support during meetings.
5. Screen and receive visitors and telephone calls, make appointments, answer queries of and/or redirect visitors and callers. Update and maintain records and reference files.
6. Submit different administrative transactions in GSM, including procurement of goods and services, and follow up with concerned parties for the receipt of deliverables and finalization of payments.
7. Support the Operation Officer related to Programmes areas on human resources issues related to the management of Programmes including arrange for interview panels, leave administrators in GSM, monitor staff leave, filing and other related matters.
8. Assist/replace other administrative staff in the WCO and perform other related duties as required

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary education supplemented by secretarial/administrative training
Desirable: University degree in business administration, social sciences or related field is an asset.

Experience

Essential: At least three years of relevant secretarial/ administrative experience
Desirable: Relevant experience in the UN system

Skills

Good filing and organizational skills.
Ability to maintain good working relationships within national and international staff.
Good knowledge of WHO rules, manuals, practices, procedures and WHO Style Guide as applicable to these criterial level an asset.

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Knowing and managing yourself
Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Local language.
Desirable: Beginners knowledge of French.

Other Considerations (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.)
- Very good knowledge of Microsoft Office applications.
- Ability to operate Enterprise Resource Planning (ERP)/Oracle systems an asset.

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 JOD 13,969 (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.
• Interested candidates are strongly encouraged to apply on-line through Stellis. For assessment of your application, please ensure that:
  1 -Your profile on Stellis is properly completed and updated.
  2- All required details regarding your qualifications, education, training and experience are provided under relevant sections.
  3- Your experience records are properly entered with elaboration on tasks performed at the time.
  
• Enhanced WHO Global Competency Model:
  https://www.who.int/publications/m/item/enhanced-who-global-competency-model

• 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.