Administrative Assistant

Job Description - Administrative Assistant (2404973)

Administrative Assistant - (2404973)

Grade: G6

Contractual Arrangement: Fixed-term appointment

Contract Duration (Years, Months, Days): 1 Year (duration is subject to availability of funds, satisfactory performance and continuous need for the position)

: Jun 13, 2024, 1:39:33 PM

: Jun 27, 2024, 9:59:00 PM

: Sudan-Port Sudan

: EM_SUD WHO Representative's Office, Sudan

: Full-time

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device's system settings.

OBJECTIVES OF THE PROGRAMMETo ensure that effective WHO country presence is established to implement WHO country cooperation strategies that are aligned with Member State's health and development agendas, and harmonized with the United Nations country teams.

DESCRIPTION OF DUTIES1.Compose, draft, and prepare on own initiative or from instructions a wide variety of correspondence, financial documents, payment instructions, signatory letters for signature.2.Extract data from a wide range of sources; to prepare and consolidate related briefings, progress reports and spreadsheets. Provide basic translation assistance from and to local language.3.Responsible for asset management in WCO by ensuring regular update of asset register and coordinating collation of related data from field office.4.Serve as focal point for managing service providers for WCO including shared cost for UN agencies by ensuring contracts are issued and renewed on a timely basis, complete the supplier evaluation forms and timely payments.5.Serve as focal point for building services which includes building maintenance.6.Verify booked itineraries and issued Travel Requests (TRs) to ensure compliance with travel policy, relevant entitlements, applicable deals, and best travel practices.7.Verify travel agent's invoices for payment against agreement and applicable airline deals, and initiate related payment instructions.8.Liaise with GSC issuance and closures of travel related purchase orders, monitor and record receipt of PTC related deliverables, and follow-up on payments as needed.9.Ensure effective and timely action and follow-up on issuance, extension and renewal of UNLPs and UNFCs.10.Process and follow-up requests for visa for WHO travellers.11.Respond to queries by providing information, advice, and guidance on rules and regulations related to travel area.12.Replace other administrative staff, and perform other relevant duties within their scope of responsibility, as required.

REQUIRED QUALIFICATIONS

EducationEssential: Completion of secondary education supplemented by training in administration and/or travel related resources.

Desirable: University degree in public or business administration or related field.

ExperienceEssential: At least eight years of relevant experience in travel industry or administrative field.

Desirable: Relevant experience in the UN system.

Skills• Ability to work under pressure• Demonstrated ability to act independently and exercise sound judgment

WHO CompetenciesTeamwork

Respecting and promoting individual and cultural differences

Communication

Producing results

Ensuring the effective use of resources

Use of Language SkillsEssential: Intermediate knowledge of English. Intermediate knowledge of Arabic.

Desirable:

REMUNERATIONWHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at USD 26,452 (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.
• 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

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• 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.
• 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 E-Mail schreiben.
• 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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