Administrative Assistant (Programme Management)

Copenhagen, Denmark
Apply by 27 March 2018
Senior-level , Short-term contract assignment
Posted on 6 March 2018

Job Description

OBJECTIVES OF THE PROGRAMME

The Office of the Regional Director (RDO) has the overall responsibility for planning, execution and evaluation of WHO programmes at the regional and country level and in strengthening the alignment and joint work across the three levels of the organization. The DPM Office supports the Regional Director (RD) in the efficient delivery of the EURO mandate and in the provision of leadership and vision for the Organization. All Member States of WHO in the European Region share the common value of the highest attainable standard of health as a fundamental human right. All of WHO actions are based on this and rooted in the underlying values of equity, solidarity and participation. Mission of the WHO Regional Office for Europe As set in the 13th General Programme of Work (2019-2023), WHO directs and coordinates international health based on principles promulgated in its Constitution. The European Region (EURO) of WHO is made up of 53 countries, with over 880 million people. The diversity of people and health situations requires, on the demand side, a solid understanding of the emerging socio-economic, epidemiologic and demographic patterns and trends at both aggregate as well as national and sub-national levels, with due sensitivity to disadvantaged populations and vulnerable segments of the society. On the supply side, it is equally crucial to have a solid understanding of the commonalities and divergences of the health systems, the circumstances and political economy under which they have evolved and operate and, more specifically, how these bear upon the way the health system stewardship function of health ministries is carried out.

DESCRIPTION OF DUTIES

The purpose of this post is to provide administrative and executive secretarial support to the Director, Programme Management (DPM). To ensure that the DPM Office complies with all administrative requirements and meets the requisite deadlines. Under the general supervision of the DPM and overall guidance of the AO/RDO, the incumbent is assigned the following responsibilities:

1. Ensure the smooth running of the DPM Office in collaboration with other administrative staff in RDO through the efficient provision of secretarial, administrative and coordinating support to the DPM.

2. Oversee and monitor the information flow of the office of DPM. Analyse incoming matters in the light of background material, instructions, policies and precedents; research and attach background documentation in anticipation of the DPM questions and information needs, identifying and highlighting areas requiring action by the DPM.

3. Ensure effective and timely follow up on requests for information, briefings and other actions emanating from the office of the DPM, liaising with divisions/units/teams as appropriate. Using appropriate tracking tools, follow-up on and ensure that deadlines are met and that queries are addressed in a timely manner. Develop and maintain systems to monitor work progress and submissions and deadlines.

4. Coordinate presentation to DPM of all documents requested of and provided by departments/programmes under his/her responsibility by ensuring that all such documents are logically compiled, formatted and assembled in a manner that facilitates the work of the DPM.

5. Create, maintain, update and monitor access to specific DPM files and reference system, ensuring accurate and appropriate filing of confidential and sensitive information.

6. Screen and receive visitors and telephone calls with tact and discretion, make appointments and act according to the nature and urgency of each, including redirecting as appropriate; provide background information concerning purpose of appointments with official visors and/or staff members; rearrange schedules disrupted by unexpected events.

7. Maintain the DPM agenda and calendar, scheduling and arranging meetings and visits, including high-level dignitaries and delegations from governments, other UN agencies and/or WHO partners, etc. observing appropriate protocol and exercising tact and discretion. Provide background information for appointments with internal and external visitors.

8. For internal meetings organized by the DPM, prepare agenda and other papers, ensure that documentation and briefing files are prepared in due time, and attend meetings to take notes and prepare minutes as required. For Governing Bodies meetings (EB, WHA, RC, Global Cabinet and others) , monitor preparation and ensure timely and accurate submission to Governing Bodies of specific documents tabled for EB and WHA discussions and resulting Resolutions, liaising with divisions/teams, Governing Bodies and others as requested; compile comprehensive files and background documentation, highlighting main points. When relevant and necessary, coordinate with ASC/DAF support services for conferences and meetings, monitoring progress of required documentation/information and coordinating related logistic arrangements.

9. Manage and organize all duty travels for the DPM and any other staff assigned to his/her office. Using GSM, prepare travel requests for official WHO travel. Monitor requests for goods and services, including receipt, payment and inventory requirements.

10. Draft general or administrative correspondence on own initiative for the DPM signature and more technical correspondence according to instructions given by the DPM, ensuring that correspondence/documents submitted for the DPM clearance/signature are prepared according to WHO rules, practices and procedures, editing, correcting and/or redrafting as necessary, returning to departments/programmes for further action as necessary. Finalize correspondence/reports as needed/requested.

11. Maintain close contact with a broad range of staff at all levels, ensuring timely flow of information during planning and evaluation exercise and follow up on deadlines, collecting information from divisions/programmes, checking and editing as necessary, for timely submission to DPM.

12. Using GSM, monitor relevant aspects of implementation of the DPM work. Support DPM in reviewing and assessing implementation against the biennial HR Plan.

13. In the absence of the DPM, ensure the smooth running of the office by briefing and supporting the acting person.14. Perform other duties as assigned by the DPM.

REQUIRED QUALIFICATIONS Education

Essential: Completion of secondary school.
Desirable: Higher education an advantage.

Experience

Essential: At least 8 years of progressively responsible experience in the secretarial/administrative field, including minimum 3 years work experience in WHO/UN.
Desirable: Experience in supporting and administering a top manager’s office and/or high level staff in WHO or other UN organization.

Skills:
The incumbent must have the ability to exercise discretion at all times in judging the importance, urgency and confidential nature of matters/problems, discretion and tact in dealing with persons of all nationalities and high level staff. Time management skills. Sound knowledge of WHO administrative rules, regulations, procedures and practices. Proficiency in the use of standard office computer software, note taking and operation of computerised systems and databases.

WHO Competencies:
Teamwork
Respecting and promoting individual and cultural differences
Communication
Knowing and managing yourself
Producing results

Use of Language Skills

Essential: Expert knowledge of English.

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