الزعيم
مشرف سابق
وظيفة مساعد برنامج Programme Assistant - منظمة الصحة العالمية - القدس
Programme Assistant – Jerusalem- WHO seeks to recruit Programme Assistant for its Palestine office, based in the Jerusalem office.
WHO for the West Bank and Gaza aims at promoting the health of all Palestinian people by improving health sector performance based on equity, effectiveness and sustainability, as well as by addressing the broader social, economic, environmental and cultural health determinants.
The purpose of the post is to provide a variety of secretarial/administrative work for the assigned projects: coordinating, monitoring and administrating the efficient daily running of the Country Office and support of project/programme activities.
Organizational context:
The incumbent will work as a team member under the supervision of the Administrative & Finance Officer and general guidance of the Head of Office and relevant Project Officer(s). Work is assigned by supervisor(s) who gives instructions on non-routine matters and urgent matters. Routine tasks are performed independently with some discretion in non-routine matters related to office procedures only. Work is reviewed upon completion for overall procedural accuracy, timeless and fulfillment of agreed objectives. More difficult assignments are reviewed in process at discretion of supervisor.
Established procedural and office guidelines are available, but where guidelines are incomplete, some interpretation may be required to select source of action on approach to work where precedents may not exist.
Description of duties:
-Provides full secretarial and administrative support to the Programme. Drafts, reviews and revises correspondence, reports and documents for proper format and content in consultation with the supervisor. Independently composes correspondence of administrative nature. Takes notes at meetings. Acts as informal interpreter/translator when required;
-Prepares and processes travel requests for team members using GSM, arranges for visa issuance, security clearance, flight and hotel bookings, follows up travel related issues of national and international missions;
-Scans, records, refers and follows up correspondence and documents, evaluates the urgency or critical nature bringing them to the attention of the responsible staff. Informs and reminds responsible staff of follow-up date, response or specific actions, supplying supporting material as appropriate;
-Using GSM, monitors aspects of the implementation of country activities, funds for project/programme budget levels and financial expenditures, according to the approved country workplan. Initiates and processes different transactions in GSM, including procurement of goods and services. Follows up with concerned parties the receipt of deliverable and finalization of payments;
-Prepares background material for planning, monitoring and evaluation (including mini-review) exercises. Participates in field visits, if required;
-Assists in the organization of meetings held in the country (working groups, seminars/courses, workshops), and makes all administrative preparations, organization of practical local arrangements and advanced documents/equipement. Provides administrative and secretarial support and pays per diem to participants as appropriate (if needed);
-Maintains and updates the filing system of technical documents and correspondence. Creates background reference material as appropriate. Establishes and updates a proper computerized information system on MOH and UN counterparts, WHO Collaborating Centres, activities of other international organizations. Accesses and retrieves relevant databases and updates as required;
-Responds to and acts on telephone enquiries in a timely manner. Assesses the critical nature of technical issues and directs them to appropriate staff for reply. Coordinates appointments for supervisors;
-Assists/replaces colleagues in the team and performs other related duties as required.
Achievement Activities include:
-Follow-up to maintain deadlines and required generation of correspondence.
-Internal work procedures relating to workload.
-Improvements to the workflow, administrative office procedures and maintenance of office records.
Recruitment Profile:
Competencies:
1)Producing Results
2)Fostering Integration and Team work
3)Communication in a credible and effective way
4)Knowing and managing oneself.
5)Moving forward in a changing environment
Functional skills and knowledge:
-Good knowledge of WHO rules, manuals, practices, procedures and routines is an asset.
-Good filing and organizational skills.
-Ability to maintain good working relationships with staff, experts and visitors.
-Ability to translate routine correspondence.
-Producing and delivering quality results in pressing situations and conflicting priorities.
Education:
Essential: Completion of secondary education supplemented by secretarial training
Desirable: University degree in business administration, social sciences or related field is an asset.
Experience:
Essential: At least five years’ secretarial/administrative related experience.
Desirable: Related administrative experience in WHO/other UN agencies.
Languages: Very good knowledge of English and the local language.
Other:
Advanced user of MS Office required, experience in financial (ERP) software packages is an asset.
Duty station, type and duration of contract:
Duty station is Jerusalem. Fixed term contract for 12 months with possibility of extension.
Interested candidates are requested to complete and send the WHO 1.2 form in English to HR@who-health.org
The deadline is: 12 March 2014
Short listed candidates will be contacted.
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