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OBJECTIVES OF THE PROGRAMME The WHO Division of Pacific Technical Support (DPS) is a decentralized division of the Western Pacific Region, established to coordinate the provision of technical and administrative support to countries and areas of the Pacific Islands, as well as to relevant government agencies and ministries. The goal of the WHO Country Office is to enable Pacific Island Countries to achieve their health goals and to contribute to global and regional public health action.
DESCRIPTION OF DUTIES
The incumbent will perform all or part of the following duties, and other related responsibilities as required:
- To provide support to staff members within the Division/Country Office for the organization of one or more of the following: meetings, workshops, seminars, etc. e.g. photocopying documents and preparing briefing files, including labels and dividers, collecting documentation from various sources.
- To type correspondence, format documents, tables and reports from plain and corrected copies, dictating machine, forms, handwritten or rough drafts and printed matter. Reviewing and correcting style, spelling and presentation in line with WHO and departmental styles.
- To maintain correspondence logs, and update manuals, files and simple office records.
- To answer telephone calls, responding to routine queries and/or forwarding such to the appropriate staff members, as necessary.
- As requested, and/or instructed, to obtain documents and information from Division/Country Office staff, and from the Regional Office or other Country Offices, programmes and agencies/institutions, and disseminate such information as required.
- To maintain, in close collaboration with colleagues, a comprehensive filing system for all documents, reports, presentations and other materials related to meetings, seminars and workshops and other areas of work, including related lists to facilitate searches.
- During meetings, workshops, seminars and others, to provide assistance and backup to colleagues in the Division/Country Office.
- To perform other related duties as required or instructed, including providing secretarial support to other areas of work and teams as necessary.
- Manage the front desk by welcoming visitors in a professional and courteous manner, directing them to the appropriate staff members or meeting rooms, maintaining the visitor log, and issuing visitor passes where applicable.
- Support the processing of shipment customs clearance by submitting applications to the Ministry of Foreign Affairs and External Trade and collecting approved waivers .
- Provide backup support to the Registry Clerk and perform duties as a backup driver when requested or when the designated driver is on leave or for other reasons.
- Perform any other duties as assigned.
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary school, or equivalent training.
Desirable: Training or certification in office management, administration and a valid driver’s license.
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/
Experience
Essential: At least 2 years of clerical experience in an administrative/office environment.
Desirable: Experience as a driver with a safe driving record. Experience working with government agencies or non-governmental organisations, WHO or another UN agency.
Skills
The incumbent maintains and updates knowledge in the use of office technology through inhouse courses, on-the-job training and/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.
WHO Competencies Enhanced WHO Global Competency Model: who-enhanced-competence.pdf
- Teamwork
- Respecting and promoting individual and cultural differences
- Communication
- Producing results
- Knowing and managing yourself
Use of Language Skills
Essential: Fluency in the English language.
Desirable: Fluency in the local language.
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 FJD 25,191 (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 and/or an asynchronous video assessment 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.
- 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.
- 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.
- For information on WHO's operations please visit: http://www.who.int.
- 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.
- Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
- This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
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