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WHO Assistant Head of Office
|Location :||East Jerusalem, PALESTINIAN TERRITORIES|
|Application Deadline :||04-Mar-21 (Midnight New York, USA)|
|Time left :||1d 10h 45m|
|Type of Contract :||Other|
|Post Level :||Other|
|Languages Required :||Arabic English|
|Duration of Initial Contract :||1 year with possibility to extend based on fund availability and performance|
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.
Under the supervision of the Head of Office, the assistant is a team member in the WHO administrative support team in the WHO Representative’s office. Routine tasks are performed independently with some discretion in non-routine matters related to office procedures only, and guidance is provided by the supervisor on particularly complex or sensitive and urgent matters.
Established procedural and office guidelines are available, but where guidelines are incomplete, some interpretation may be required. The incumbent may need to select an approach to work where precedents do not exist.
Purpose of the Position:
To organize and arrange administrative support to the Head of Office, in coordination with a range of internal and external stakeholders. The incumbent coordinates key routine functions of the Representative's office with different staff and sectors.
To ensure that effective WHO country presence is established to implement WHO country cooperation strategies that are aligned with Member State’s health and development agendas, and harmonized with the United Nations country teams.
Duties and Responsibilities
The incumbent will perform the following duties:
1. Arrange and maintain WR's calendar of appointments, internal/external meetings including with high-ranking officials, receive visitors, place and receive telephone calls and answer queries, provide informal translation and take notes and minutes/action points during meetings, as required.
2. Receive, screen and route correspondence; undertake searches for information and provide background, as required; compile briefing materials needed by the Representative for use on official trips or special meetings, select and make pertinent abstracts.
3. Maintain contacts with different external partners including counterparts and officials in government institutions and diplomatic missions as needed; keep close contacts with counterparts in sister UN agencies; arrange and coordinate meetings as appropriate, maintain follow up system in relation to external contacts.
4. Draft internal memos and routine correspondence, type documents and reports, some of which are confidential, prepare tables, graphs and power point presentations, review correspondence/ document for conformity with established procedures and accuracy of statements.
5. Organize the WR’s travel: this includes raising travel requests in the Global Management System (GSM), requesting itineraries, obtaining visas, arranging hotel bookings, requesting security clearance, etc., and following up/keeping records on the submission of the WR’s duty travel reports.
6. Ensure timely renewal of WR’s & staff residency permits, UN Laissez Passer and other personal documents including UNIDs, MOFA card extensions and visas.
7. Maintain and update the WR’s library, list of contacts of different stakeholders, technical records, reference material and confidential files (paper based and electronic copies).
8. Monitor availability of office stationary and supplies, follow up on placing orders, receiving and monitoring them.
9. Assist in administrative matters and meetings as needed, including briefing junior administrative staff and replace other staff as required. Organize social events as requested.
1) Communicating in a Credible and Effective Way
2) Producing Results
3) Fostering Integration and Team Work
4) Knowing and managing yourself
5) Moving forward in a changing environment
Required Skills and Experience
Completion of secondary school, secretarial training and Computer Training
University degree in business administration, social sciences or related field is an asset.
At least five years’ progressive secretarial/administrative experience.
Relevant experience in the UN system.
PROFESSIONAL EXPERIENCE AND KNOWLEDGE:
- Good drafting skills.
- Ability to maintain good working relationships with clients and stakeholders.
- Very good time management and stress management skills.
- Knowledge of WHO rules, manuals, procedures, practice and WHO Style Guide, as applicable to the administrative level an asset
Arabic native speaker, with very good knowledge of English, written and spoken.
Very good knowledge of Microsoft Office applications.
Demonstrated ability to operate Enterprise Resource Planning (ERP)/Oracle systems an asset.
Applications must be submitted by –4th March 2021 (midnight NY time) -- to http://jobs.undp.org
Type of contract: Local Individual Contract Agreement -LICA- UNOPS
Duration: 1 year with a possibility of extension.
Applications must be in English and include your CV.and P-11 as one attachment
All applications must include (as an attachment) the completed UNDP Personal History form (P-11) which can be downloaded from UNDP P11 form (new Personal History form) (google.com) Kindly note that the system will only allow one attachment. Applications without the completed UNDP P-11 form will be treated as incomplete and will not be considered for further assessment.