Jobs - 58041- National UN Volunteer - WHO Health Programmes Admi

National UN Volunteer - WHO Health Programmes Administrative Assistant

Location :

Kyiv, UKRAINE

Type of Contract :

UNV

Starting Date :

01-Aug-2015

Application Deadline :

21-Jul-15 (Midnight New York, USA)

Post Level :

UNV

Duration of Initial Contract :

12 months

Languages Required :

English Russian

Expected Duration of Assignment :

12 months

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

Project Title: Secretarial and administrative services in support of the Health Programmes activities of the WHO Country Office.
Brief Project Description: As part of the Country Office (CO) team, the national UN volunteer will provide a variety of secretarial and administrative services in support of the Health Programmes activities of the WHO Country Office.
Host Agency/Host Institute: WHO Country Office in Ukraine.
Organizational Context: The National UN Volunteer will work under the supervision of the Health Programme Officers and will communicate with the main partner of the organization – the Ministry of Health of Ukraine; The National UN Volunteer will also be engaged into the work of Emergency Team of the WHO CO.
Living Conditions: Kyiv is a family duty station and safe from the security perceptive, and offers wide opportunities for good professional and social life. Ukraine has reasonable health, education and transportation facilities. area of 603,628 km2, making it the largest country entirely within Europe. Ukraine has population of 44 million. Ukraine has a mostly temperate continental climate, although the southern coast has a humid subtropical climate
Conditions of Service (National UN Voluteer): One year contract with possible extension; monthly volunteer living allowance is paid in UAH (equivalent to USD 810) and intended to cover housing, basic needs and utilities; settling-in-grant (if applicable); life, health, and permanent disability insurance; resettlement allowance for satisfactory service.

Duties and Responsibilities

Description of tasks:

Support the WHO CO Secretary in managing mail and office filing system: registers, classifies, screens and routes incoming and outgoing correspondence, documents, and other material, including parcels/pouches. Ensure its availability and easy accessibility.
Draft correspondence and documents. Composes and finalizes correspondence of administrative nature. Revise correspondence, reports, and documents for proper form and (non-technical) content. Provide rough translation or synopsis of incoming mail and other correspondence and drafts the outgoing correspondence when necessary. Open new subject files as required and archives/disposes old files in accordance with established retention schedule. Respond to inquiries regarding files, correspondence and references.
Support the WHO CO Secretary in screening and placing incoming telephone calls and answers queries with discretion. Responds to routine requests for information. Assesses the critical nature of technical enquiries and refers them to appropriate staff for reply.
Coordinate the driver's services of the office.
Provide secretarial support to WHO activities in and outside the country (working groups, meetings, seminars/courses, workshops etc), incoming missions to the country, in-house events, etc. Acts as informal interpreter/translator when required.
Arrange meetings, both internal and external and related incoming missions, and take minutes and/or notes at internal meetings when required.
Make travel arrangements for core staff duty travels and related incoming missions, including visa formalities, travel and hotel reservations, and security clearance.
Maintain the database of contacts, including directories of central and local governmental institutions and officials, diplomatic missions, international agencies and project represented in the country, NGOs and other partner organizations and institutions.
Assist Emergency team in organizing missions, travel and trainings.
Respond to the queries related to the area of responsibility.
Perform other related duties and required and assists/replaces other secretaries should the need arise.

Furthermore, the UN Volunteer is encouraged to:

Strengthen the knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and taking active part in UNV events.
Be acquainted with and build on traditional and/or local forms of volunteerism in the country;
Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities;
Contribute articles/write-ups on volunteering experiences and submit them to the team at UNVHQs for consideration (beyond other communications responsibilities), and input to the UNV publications/websites, newsletters, press releases, etc.;
Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service.

Results/Expected Output:

Daily work of the WHO Health Programmes is supported;
WHO procedures and regulations learnt and observed;
A cooperative spirit, flexibility and openness to new ways of working are demonstrated;
Good working relationships with staff members and national/international contacts are established.

Competencies

University degree in health, administration, management, economics, development studies, or similar
Relevant work-related experience (at least 2 years).
Excellent knowledge of English, Russian and Ukrainian.
At least 22 years of age.
Candidate must be a citizen of Ukraine or legally resident in Ukraine.

Required Skills and Experience

Good interpersonal, networking and communication skills.
Possess a cooperative spirit, flexibility and openness to new ways of working, be willing and able to work in a team of staff with mixed skills, sharing information, assignments and tasks to ensure achievement of shared goals.
Must be suitable for work in an international environment; be able to establish and maintain good working relationships with staff members and national/international contacts.
Since the incumbent is often the first point of contact with enquirers both from within and outside the Organization, tact, discretion and courtesy are essential personal attributes.
Computer skills (i.e. Word, Excel, PowerPoint).