24 October 2013
The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No: HQ/13/HQ/FT457
Title: Assistant (Team)
Grade: G5
Contract type: Fixed-Term Appointment
Duration of contract: One Year
Date: 24 October 2013
Application Deadline: 14 November 2013
Duty Station: Kobe, Japan
Organization unit: HQ Headquarters (HQ), HQ/IER Information, Evidence and Research (HQ/IER)
HQ/WKC WHO Centre for Health Development (Kobe, Japan)
OBJECTIVES OF THE PROGRAMME :
The WHO Centre for HealthDevelopment (WHO Kobe Centre or WKC) is a global centre for
excellence conducting research on health in development with a focus on how social, economic, environmental and technological determinants impact on health, particularly in the urban setting. WKC's research programme is largely focused on urbanization and health equity. WHO is taking a lead role in calling for partnership to raise awareness of the health impacts associated with urbanization in order to invoke actions from countries to reduce health in equities in urban settings. The Centre contributes to the creation, synthesis and uptake of global knowledge and policy/programme option development for redressing health inequities in urban settings, multisectoral action for health, ageing, innovation and health, and emergency preparedness. WKC works in collaboration with researchers, academics, practitioners and other stakeholders who are committed to translating knowledge into action, policy and practice. Whereas WKC is a global centre, it also acts as an important reference and provider of information to local and national decision makers and public.
Description of duties:
- Ensure the smooth flow of work related to secretarial and administrative activities, coordinating actions with other support staff assigned to the team;
- Follow-up and ensure that deadlines are met, reminding colleagues of such, that correspondence and queries are responded to in a timely manner;
- Verify that outgoing correspondence is presented in accordance with WHO style and checking language, grammar and accuracy prior to submitting for signature and clearance; to ensure
- that technical reports and documents are in line with WHO standards, rules, practices andprocedures, redrafting, editing and correcting them as necessary prior to their submission for the
- signature or clearance;
- Perform secretarial duties, including administrative follow-up on travel arrangements of office staff;
- Draft general or administrative correspondence on own initiative or on the basis of instructions. Finalize correspondence / reports for signature / clearance;
- Preparecontracts and agreements, monitoring their completion and payment, liaising with administration and Office of the Director, as appropriate;
- Analyze incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in support of the responsible officer's needs, or redirecting them as appropriate;
- Follow-up on financial and budgetary issues concerning the team, including accuracy and availability of budget information and ensure that payments procedures are initiated within time-limits; 9. Use WHO management systems to verify that documents concerning budget matters are correct, ensuring that expenditure requests are valid and funds available;
- Request information from staff in the Centre, HQ, regional and country offices, programmes, agencies and institutions to facilitate action by the responsible officers concerned;
- In collaboration with othersupport staff, maintain the team filing system, updating/purging files in a timely manner, ensuring that all technical documents are available, and controlling access to confidential documents;
- Prepare presentations using appropriate software packages on own initiative or on the basis of instructions;
- Organize meetings, workshops, seminars, and similar activities; including drafting agendas, list of participants, letters of invitation, ensure that briefing and participants' files are properly established, prepare necessary documents for security and visa issuance, ensure arrangement for meeting logistics and travels, provide secretarial support and assistance to meeting participants, etc;
- Take notes and prepare minutes for meetings as required;
- Screen and receive telephone calls / visitors with tact, discretion, making appointments, answering queries and/or redirecting callers / visitors with diplomacy and courtesy, obtaining background information on the purpose of appointments;
- Perform other related duties as required or instructed, including providing secretarial support to other areas of work and teams as assigned.
REQUIRED QUALIFICATIONS
Education:
- Essential
- Completion of secondary school education or equivalent.
Skills:
- Secretarial or commercial or administrative training. Familiar with WHO and administrative
- procedures and practices. Proficiency in the use of standard office software such as MS Word,
- Power Point, Excel, Internet etc. Knowledge of Japanese word processor an advantage.
Competencies:
- 1. Communicating in a credible and effective way
- 2. Moving forward in a changing environment
- 3. Producing results
Experience:
Essential
- At least five years of relevant practical experience outside and, preferably, within WHO.
Desirable
- Experience in administrative support positions in WHO (in order to have a sound knowledge of its rules andregulations, procedures and practices) an asset.
- Proven experience in the organization of WHO official meetings an advantage.
Languages:
- Expert knowledge of English and Japanese.
Additional Information:
The following priority order will be observed in the screening of candidates: 1. WHO staff members (Continuing, Fixed-term and Temporary appointments), 2. External candidates.
Other similar positions at the same level may be filled from this vacancy notice.
A written test may form part of the screening process.
This Vacancy Notice is published in English only.
This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of each office)
Annual salary:
(Net of tax)
Yen 6,470,000 net pa at single rate at single rate
A written test and interviews may be used as a form of screening
Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment . The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.
WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.
WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
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