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
As part of a unit team, the incumbent provides support in the day-to-day programme, financial and administrative functions in the support of a project/programme or a technical unit. Reporting to and under supervision of the responsible Officer and in collaboration with other support staff of the Division the incumbent provides support functions in programme, financial, and administrative related areas.
Key duties:
On own initiative draft routine correspondence, and upon instructions and guidance draft correspondence of a non-routine character; finalize correspondence/reports for signature; analyze incoming correspondence and requests, researching, obtaining and attaching background information where required, or redirecting them as appropriate, drawing the attention of the supervisor or other senior staff concerned to urgent items and deadlines. Revises unit correspondence, reports, and documents for proper form and (non-technical)content.
Monitor implementation and alert supervisor on issues of compliance with work plans, financial rules and regulations and award agreements. Assembles draft background for planning, monitoring and evaluation exercises. Inputs duty travel recommendations and issues reminders re follow up, records project/programme monitoring and evaluation notes.
Make administrative arrangements for country and inter country activities including preparation of various committal documents related to procurement of goods and services, arrangements of study tours and duty travel in accordance with the approved programme budget/collaborative programmes with countries.
Provide administrative and logistical assistance in the context of the organization of meetings (working groups, seminars/courses, workshops, and symposia), i.e.: make administrative preparations, including organization of practical local arrangements, advance transport of documents/equipment and hospitality. Provide administrative and secretarial support during the meetings and pay per diem to participants if required. Prepare administrative reports.
Establishe and maintain the unit's filing system of technical documents and correspondence. Create background files and compile reference material as appropriate. Access and retrieve information from relevant databases and update as required.
Respond to and acts on telephone enquiries. Assess the critical nature of technical enquiries and refer them to appropriate staff for reply. Coordinate appointments for supervisor and organize programmes for visitors.
Provide briefing and guidance to all staff on general office practices and procedures; assist/replace colleagues in the team; take minutes in meetings.
Perform other related duties as required or instructed, including providing support to other areas of work as assigned.
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary school or equivalent.
Desirable: Relevant higher education or post-secondary school courses in a field relevant to the position.
Experience
Essential: At least 5 years of progressively responsible experience in the secretarial/administrative field,
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.
Sound interpersonal skills and flexibility.
Ability to adapt to competing priorities.
Ability to work in a fast-paced environment.
Emotional intelligence;
Ability to identify and manage one's own emotions, as well as helping others to do the same.
Use of Language Skills
Essential: Expert knowledge of English. Expert knowledge of Polish.
Desirable: Intermediate knowledge of German, French or Russian.
