OBJECTIVES OF THE PROGRAMME
The objective of the department of Operational Support and Services isto ensure high quality, relevant consistent and responsive services in the area of management and administration to all programmes and staff in headquarters,and to all regions and offices of WHO. To promote an efficient and collaborative customer-oriented working environment that achieves results. The Global Conference and Training Centre, manages and supports the planning and implementation of meetings for internal units in WHO; processes and enforces compliance and quality control checks on travel requests; provides a range of administrative and logistics support as necessary.
DESCRIPTION OF DUTIES
Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:
-Receive, screen, track and distribute incoming correspondence, attaching background information or related file, and forwarding to the staff concerned, drawing their attention to specific issues/problems as necessary.
-Draft replies to general and administrative correspondence on the basis of instructions or on own initiative and finalize such correspondence.
-Using the appropriate WHO system, 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.
-Initiate, through the appropriate WHO system procurement module, contracts for consultants, Agreements for Performance of Work (APW), and other contract modalities.
-Monitor and record receipt of deliverables and initiate and monitor payments as needed.
-Initiate, through Oracle/GSM procurement module, requisitions for goods procurement, and monitor and receipt of deliverables.
-In collaboration with senior administrative support staff, monitor deadlines, reminding staff members of such and ensuring that correspondence and queries are responded to in a timely manner.
-Type, edit for language and grammar, correct and format, in accordance with WHO and departmental styles, technical reports and documents, tabular materials and assist in preparing presentations.
-Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.
-Maintain filing systems, ensuring that all activities supported are traceable and accessible as required.
-Screen and receive visitors and telephone calls with tact, discretion, making appointments, answering queries and/or redirecting visitors and callers with diplomacy and courtesy, obtaining background information on the purpose of appointments.
-Support the organization of meetings,workshops, seminars, etc., including the typing of lists of participants, preparation of travel requests, letters of invitation, files,presentations and slides, reservation of meeting rooms and hotel accommodation.
-Replace other support staff as required.
-Perform other related duties as required or instructed, including provision of support to other areas of work and teams, as required.
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary school education or equivalent.
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Experience
Essential: At least 3 years of relevant experienceย with an emphasis on administration, travel, logistics, and human resources
management.
Desirable:
-Relevant experience in WHO or another UN agency an asset.
-Experience in ERP systems an asset.
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Skills
-Sound organization and wide range of office skills.Sound knowledge and skills using a varietyof office and computer packages.
-The ability to multitask and work independently when required.
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WHO Competencies
Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
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Use of Language Skills
Essential:
-Expert knowledge of English.
-Expert knowledge of French.
Desirable: Expert knowledge of Arabic.
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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 TND 21,766 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.
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