Job Title: Program Assistant (Programme Management)
Organization: World Health Organization (WHO)
Grade: G5
Contractual Arrangement: Fixed-term appointment
Contract Duration (Years, Months, Days): two years
Closing Date: Aug 22, 2023, 12:59:00 AM
Primary Location: South Africa-Pretoria
Organization Unit: AF_ZAF South Africa
Schedule: Full-time
IMPORTANT NOTICE: Please note that the deadline
for receipt of applications indicated above reflects your personal device's
system settings.
OBJECTIVES OF THE PROGRAMME
Country Office Support Units have been established in the
organisational structure to provide support for Managers and staff to fully
assume their responsibilities in the GSM environment and to ensure compliance
with organizational policies, procedures, rules and regulations on all
administrative and financial matters and transactions in the context of an Enterprise
Resource Planning (ERP) system.
DESCRIPTION OF DUTIES
GENERAL- Provide background information for appointments
with official visitors and/or staff members. - Receive visitors and telephone
calls with tact and discretion, and acts according to the nature and urgency of
each, including redirecting as appropriate. - Monitor requests for goods and
services, including receipt, payment and inventory requirements.CORRESPONDENCE-
Draft general or administrative correspondence on own initiative or on the basis
of instructions; finalize correspondence/reports for signature/clearance.-
Verify that outgoing correspondence is presented in accordance with WHO and
department styles and checking language, grammar and accuracy prior to
submitting for signature and clearance.- Analyze incoming correspondence and
requests in the light of background material, instructions, policies and
precedents, researching, obtaining and attaching background information in
anticipation of the responsible officer's needs, or redirecting them as
appropriate; identify and highlight incoming documents and attach background
information and identify areas requiring action by professional staff, drawing
their attention to specific items.- Ensure that technical reports and documents
are in line with WHO standards, rules, practices and procedures, editing and
correcting them as necessary prior to their submission for signature or
clearance of relevant authority.- Using appropriate tracking tools, follow-up
on and ensure that target dates and deadlines are met, and that correspondence
and queries are responded to in a timely manner.- Maintain an appropriate
filing system for all official correspondencesMEETING ADMINISTRATION- Supports
administrative preparation for meetings, seminars, workshops, including letters
of invitation, costs calculation and travel requests; assisting with
preparation of documents, dispatching of materials and liaising with
participants and others involved.- Support preparation of administrative
presentations using PowerPoint and other software packages on own initiative or
on the basis of instructions.- Schedule periodic admin team and ad hoc
meetings, according to schedules and need; taking and preparation of minutes.-
Obtain briefing and background materials for meetings, seminars, workshops,
etc. to be attended by the team, checking their availability and ensuring they
have the appropriate briefing files and documents.TRAVEL- Using GSM/Oracle,
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.PROCUREMENTS-Initiate requests for good and services required by the
supported clusters and ensuring all supporting documents are in line with
requirements of WHO rules and regulations.-Follow up delivery of goods and
services including submission of required technical reports for services
contracts (APWs, Consultancies, TSAs, SSAs)OTHER DUTIES- Perform other related
duties as required or instructed, including providing support to other areas of
work
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary school education
or equivalent technical or commercial education.
Desirable: Training in secretarial tasks and/or in an administrative
field is desirable
Experience
Essential: 5 to 7 years of relevant experience
Desirable: Experience in administrative support positions in WHO or
another UN agency an asset. Experience in Oracle-based or other ERP systems an
asset
Skills
The incumbent maintains and updates proficiency in the use
of modern office technology through of in-house courses, on-the-job training or
self-training. He/she keeps abreast of changes in procedures and practices,
rules and regulations, organizational structure, in the department, the cluster
and WHO, to be able to brief others and explain procedures.
WHO Competencies
Knowing and managing yourself
Producing results
Teamwork
Moving forward in a changing environment
Use of Language Skills
Essential:
Desirable:
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 ZAR 318,950 (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
- 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.
- According
to article 101, paragraph 3, of the Charter of the United Nations, the
paramount consideration in the employment of the staff is the necessity of
securing the highest standards of efficiency, competence, and integrity.
Due regard will be paid to the importance of recruiting the staff on as
wide a geographical basis as possible.
- 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.
- The
WHO is committed to creating a diverse and inclusive environment of mutual
respect. The WHO recruits and employs staff regardless of disability
status, sex, gender identity, sexual orientation, language, race, marital
status, religious, cultural, ethnic and socio-economic backgrounds, or any
other personal characteristics.
The WHO is committed to achieving gender parity and
geographical diversity in its staff. Women, persons with disabilities, and
nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion)are
strongly encouraged to apply for WHO jobs.
Persons with disabilities can request reasonable
accommodations to enable participation in the recruitment process. Requests for
reasonable accommodation should be sent through an email to reasonableaccommodation@who.int
- An
impeccable record for integrity and professional ethical standards is
essential. 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.
- WHO
also offers wide range of benefits to staff, including parental leave and
attractive flexible work arrangements to help promote a healthy work-life
balance and to allow all staff members to express and develop their
talents fully.
- The
statutory retirement age for staff appointments is 65 years. For external
applicants, only those who are expected to complete the term of
appointment will normally be considered.
- This
post is subject to local recruitment and will be filled by persons recruited
in the local commuting area of the duty station.
- In
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