Programme Assistant (MULTIPLE CONTRACT MODALITIES)

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This vacancy announcement will be used for Fixed Term and Temporary Appointments

Objective of the Programme and the immediate Strategic Objectives

The WHO country office works with the National Authorities to achieve the highest standard of health as a fundamental human right, based on equity and on SDGs principle of leaving no one behind. WHO actions are ingrained in the WHO 14th General Programme of Work with its 3-prong objectives of promoting healthier populations, keeping the world safe through addressing health emergencies, and protecting the vulnerable through Universal Health Coverage. WHO's mandate revolves around six core functions: (i) providing Global Health leadership; (ii) shaping the health research agenda; (iii) setting norms and standards; (iv) articulating evidence-based policy options; (v) providing technical support to countries; and (vi) monitoring and assessing health trends. The WHO Country Office is an integral part of the WHO Regional Office for Europe. Its main role is to facilitate and coordinate all WHO activities at country level and to implement the European Programme of Work 2020–2025 –“United Action for Better Health in Europe” which sets out a vision of how the WHO Regional Office for Europe can better support countries in meeting citizens’ expectations about health.
WHO at the country level delivers this through practical, actionable and country-focused solutions to health challenges, keeping in perspective that achieving health and well-being is a whole-of-society endeavor. This is done through facilitating the implementation of the Biennial Collaborative Agreement with the country and its corresponding workplan. The WHO Country Office maintains good working relations and ensures information exchange between the country and WHO, policy and strategic guidance on Health issues to all national and international partners in the country, provision of direct technical expertise when needed and aims at more community engagement and participation, and to promote health equity.

Summary of Assigned duties

As part of a unit team, the incumbent performs a variety of secretarial, coordinating, monitoring and administrative services in support of project/programme activities, as follows:

1. Drafts correspondence and documents based on written/verbal prompts from the Professional staff of the unit(s) and Country Office. Independently composes and finalizes correspondence of administrative nature. Revises unit correspondence, reports, and documents for proper form and(non-technical) content. Takes notes at meetings. Types reports and other documentation. Arranges duty travel.
2. Scans, records, refers and follows up correspondence and documents, evaluates the urgency or critical nature of items, and brings them to the attention of the responsible staff. Informs and reminds responsible staff of follow-up dates and deadlines for response or specific actions, supplying supporting material as appropriate. Periodically updates supervisor and team members on the program implementation status, and potential issues and opportunities.
3. Using ERP system (GSM) and other corporate tools, monitors aspects of the implementation of activities and availability of funds for project/programme budget levels and financial expenditures, according to the approved projects. Assembles draft background for planning, monitoring and evaluation exercises. Inputs duty travel recommendations and issues reminders re follow up, records project/programme monitoring and evaluation notes.
4. Makes administrative arrangements for country and inter country activities including preparation of various committal documents related to procurement of goods and services, arrangements of study tours and duty travel as per corporate guidelines, and in accordance with the approved programme budget/collaborative programmes with countries.
5. Assists in the organization of meetings held in-house or in Member States (working groups, seminars/courses, workshops, and symposia), i.e.: makes administrative preparations, including organization of practical local arrangements, advance transport of documents/equipment and hospitality. Provides administrative and secretarial support during the meetings, and pays per diem to participants if required. Prepares administrative reports.
6. Establishes and maintains the unit's filing system of technical documents and correspondence. Creates background files and compiles reference material as appropriate. Accesses and retrieves information from relevant databases and updates as required.
7. Responds to and acts on telephone inquiries. Assesses the critical nature of technical inquiries and refers them to appropriate staff for reply. Coordinates appointments for supervisor(a), team members and organizes programmes for visitors.
8. Provides briefing and guidance to all staff on general office practices and procedures; assists/replaces colleagues in the team and performs other related duties as required.
9. In coordination with technical and admin team takes proactive role and assist with the preparation of donor proposals and donor reports (financial and resource management components), and timely management of resources.

Recruitment Profile

1. *Teamwork
2. *Respecting and promoting individual and cultural differences
3. *Communication
4. Knowing and managing yourself
5. Moving forward in a changing environment

Functional Knowledge and Skills

• Work requires proficiency in the use of word processing or other software packages and other standard office equipment.
• Formal or self-training in the use of standard office software.
• Training in Oracle-based or other ERP systems an asset.

Education Qualifications

Essential: Completion of secondary school or its equivalent.

Desirable: Higher education from an accredited educational institution an asset.

Experience

Essential: At least 5 years of relevant experience in the administrative field or 3 years of relevant experience in the administrative field with a First level university Degree in public or business administration or any other relevant degree.

Desirable: Relevant experience in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.

Use of Language Skills:

Essential: Expert knowledge of English and Ukrainian

Desirable: Knowledge of any other official UN language.

Other Considerations:

The incumbent is expected to stay current to developments in his/her area through attending in-house and online training courses.

REMUNERATION

Remuneration comprises an annual base salary starting at USD 21,311 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

• Staff members who have been separated as a result of the 2025 Prioritization and Realignment Process will be given special consideration
• 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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