OBJECTIVES OF THE PROGRAMME
The mission of WHO's Health Emergencies Programme (WHE) is to help countries, and to coordinate international action, to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies. Within WHE, the Health Security Programme (HSP) contributes to strengthening Türkiye’s health security through integrated preparedness and response to epidemic threats of all origins in line with international standards, as well as improving capacities for threat detection, outbreak identification, management, communication including communicable disease case diagnosis, reporting and epidemic intelligence through Field Epidemiology Training Program (FETP), and in line with the needs of Early Warning and Response System (EWRS).
DESCRIPTION OF DUTIES
To perform a variety of secretarial, coordinating, monitoring and administrative services, as part of the WHO Country Office team in Türkiye under the Health Security Project in Türkiye. The incumbent performs the following duties:
• Drafts correspondence and documents in consultation with the Project Professional Staff. Independently composes and finalizes correspondence of administrative nature. Revises correspondence, reports, and documents for proper form and (non-technical) content. Takes notes at meetings. Types reports and other documentation. Arranges duty travel. Acts as informal interpreter/translator when required.
• Scans, records, refers and follows up correspondence and documents, evaluates the urgency or critical nature of items, and bringing them to the attention of the responsible staff. Informs and reminds responsible staff of follow-up dates and deadlines for response or specific actions, supplying supporting material as appropriate.
• Using GSM, monitors aspects of the implementation of project activities and availability of funds for project/programme budget levels and financial expenditures, according to the approved project work plan. Assembles draft background for planning, monitoring and evaluation exercises. Inputs duty travel recommendations and issues reminders for follow up, records project/programme monitoring and evaluation notes.
• Makes administrative arrangements for country and intercountry activities including preparation of various committal documents related to the procurement of goods, standard contracts (APW, DFC, etc) as per the established EURO guidelines, and services, arrangement of recruitment of consultants, and duty travel in accordance with the approved programme/project budget.
• Assists in the organization of meetings held in-the country (working groups, seminars/courses, workshops, and symposia), i.e.: makes general administrative preparations, including organization of practical local arrangements and advance transport of documents/equipment; arranges hospitality as appropriate. Provides administrative and secretarial support during the meetings, and pays per diem to participants as appropriate (not obligatory). Prepares reports to ensure all activities are well documented as well as administrative reports.
• Establishes and maintains the filing system of technical documents and correspondence. Creates background files and compiles reference material as appropriate. Establishes and updates a proper computerized information system on on-going collaboration, counterparts. Accesses and retrieves information from relevant databases and updates as required.
• Responds to and acts on enquiries in a timely manner. Assesses the critical nature of technical enquiries and refers them to appropriate staff for reply. Coordinates appointments for supervisor and organizes programmes for visitors.
• Maintains WHO documentation modules (if applicable) and all WHO documentation in consultation with the WHO Documentation Centre as applicable: ensures that information is properly disseminated.
• Provides briefing and guidance to general service and professional staff on general office practices and procedures; assists/replaces colleagues in the team and performs other related duties as required.
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary school or equivalent.
Desirable: Relevant higher education from an accredited institution.
Experience
Essential: At least 5 years of progressively responsible experience in the secretarial/administrative field, including some experience with finance.
Desirable: Experience in an international environment or institution. Relevant experience in WHO or in the UN.
Skills
Proficiency in the use of standard office computer software, note taking and operation of computerized systems and databases. Basic understanding of accounting principles.
WHO Competencies
Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Knowing and managing yourself
Use of Language Skills
Essential: Expert knowledge of English. Expert knowledge of Turkish.
Desirable: Intermediate knowledge of German/Russian/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 USD 18,778 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.