Team Assistant (G5 Roster), Copenhagen, Denmark

Team Assistant (G5 Roster)

( 2409086 )

Grade : G5

Contractual Arrangement : Multiple contractual preparations

Contract Duration (Years, Months, Days) : Various

Job Posting: Nov 20, 2024, 6:19:18 PM

VACANT POSITIONS IN VARIOUS DIVISIONS

Objective of the Programme:

The goal of the Division of Business Operations (BOS) is to help the work of WHO within the European Region by way of supply of companies inside the areas of human assets, finance, contracting and procurement, authorized recommendation, data & communications know-how, printing, safety, services administration, mounted property, convention help, journey and transport, and workers wellness and well-being. As an enabling perform, the division enhances the productiveness of the well being technical programmes and nation workplaces whereas on the identical time overseeing accountability, transparency and compliance with WHO administrative guidelines and laws. The BOS division strives to strengthen the capability of WHO/Europe to react in an agile technique to exterior and inside

adjustments. The division tasks are designed to extend productiveness, guarantee monetary sustainability of the area’s buildings, reinforce a client-oriented tradition, strengthen nation workplace capacities, and drive strategic initiatives to reinforce workers motivation and well-being.

The objective of the Administrative Services and Conferences (ASC) unit is to ship environment friendly, price efficient and responsive help by way of a service-oriented method for the day-to-day operations of EURO. Responsibilities embody: Infrastructure

premises & services, workplace house, asset administration; Logistics

journey, transport, mail & cargo, conferences, printing, data; Administrative companies

workplace provides, data, protocol, privileges, and safety.

DESCRIPTION OF DUTIES

As Team Assistant, the incumbent will guarantee the graceful stream of labor as associated to administrative actions, coordinating actions with different help workers within the Unit and in session and collaboration with the Assistants to different Heads of Unit and Director.

GENERAL

• Receive guests and phone calls with tact and discretion and acts in response to the character and urgency, together with redirecting as acceptable.
• Provide background data for appointments with guests and/or workers.

CORRESPONDENCE

• Reviews all correspondence acquired together with these by way of the Unit’s generic inboxes.
• Analyze incoming correspondence and requests within the mild of background materials, directions, insurance policies and precedents, researching, acquiring and attaching background data in anticipation of the accountable officer’s wants, or redirecting them as acceptable; determine and spotlight incoming paperwork and connect background data and determine areas requiring motion by crew members, drawing their consideration to particular gadgets.
• Using acceptable monitoring instruments, follow-up on and be sure that goal dates and deadlines are met, and that correspondence and queries are responded to in a well timed method.
• Draft common or administrative correspondence on personal initiative or as per directions. Verify that outgoing correspondence, experiences and paperwork are offered according to WHO requirements, guidelines, procedures and division types, test language, grammar and accuracy, edit and proper them as crucial previous to submitting for signature and clearance.

HUMAN RESOURCES

• Ensure the well timed appointment/renewal of contracts, initiating requests for short-term and fixed-term workers within the HR Action Plan.
• Arrange and observe by way of onboarding and induction of latest crew members, present coaching/briefing to new crew members on administrative issues and procedures.
• Act because the Unit’s Leave Administrator, test crew attendance data in opposition to system data, gather and confirm flex-time sheets earlier than submitting for supervisors’ signature and submitting, observe up in case of discrepancies, take motion throughout crew members’ lengthy absence or when entry is just not accessible.

PROCUREMENT

• Initiate contracts for consultants, Agreements for Performance of Work (APW), and different contract modalities.
• Monitor and report receipt of deliverables and provoke and monitor funds as wanted.
• Initiate requisitions for items procurement, and monitor and receipt of deliverables.

BUDGET & FINANCE

• Assist with the upkeep of the Unit`s workplan/funds; together with the monitoring and progress overview of the undertaking, process funds ceilings, award funds, expenditure and funds accessible, as required; present Unit members with well timed data on undertaking and process funds ceilings, award budgets, expenditure, and funds accessible, as required.
• Monitors revenue and expenditures for planning functions. Promptly follows-up on monetary, budgetary and any excellent points regarding the crew/division, together with guaranteeing well timed processing of committal paperwork.
• Assists within the preparation of monetary and technical progress experiences.

INFORMATION MANAGEMENT

• In shut collaboration with different crew members, create and/or preserve submitting methods; continuous overview of submitting system to make sure data is updated and successfully and effectively used.
• Obtain paperwork and knowledge from in-house and exterior sources as required; carry out data searches as requested.
• Assist within the manufacturing of brochures for inside use. Maintain/replace ASC pages on the WHO/EURO Intranet.

MEETING ADMINISTRATION

• Arrange, coordinate and lead administrative preparation for the Unit’s conferences, retreats, seminars, workshops, together with letters of invitation, prices calculation and journey requests; help with preparation of briefing recordsdata and paperwork, dispatching of supplies and liaising with individuals and others concerned.
• Prepare displays utilizing PowerPoint and different software program packages on personal initiative or on the idea of directions.
• Schedule weekly crew and advert hoc conferences, in response to schedules and want; taking and preparation of minutes.

TRAVEL

• Coordinate crew members’ quarterly journey plans for approval by Head of Unit and Director.
• Prepare journey requests for official WHO journey. Make flight and resort reservations, put together journey recordsdata/briefings and take care of different associated issues as requested or on personal initiative.

OTHER DUTIES

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• Perform different associated duties as required or instructed, together with offering help to different areas of labor

WHO Competencies:

1) Teamwork

2) Respecting and selling particular person and cultural variations

3) Communication

4) Knowing and Managing Yourself

5) Producing Results

Functional Knowledge and Skills:

Essential:

• Competence in Microsoft Word, PowerPoint, Excel, e-mail, and SharePoint.
• Strong abilities to work independently. Strong group and workplace abilities, in addition to abilities in be aware taking and minute writing.
• Sound information and abilities utilizing quite a lot of workplace and laptop packages.
• Sound information of WHO and/or UN administrative guidelines and laws, procedures and practices.
• The potential to multitask and work beneath strain.
• The potential to train discretion always in judging the significance, urgency and confidential nature varied points and tact when coping with workers and exterior companions.
• Emotional intelligence;
• Ability to determine and handle one’s personal feelings, in addition to serving to others to do the identical.

REQUIRED QUALIFICATION

EDUCATION

Essential: Completion of secondary college schooling.

Desirable: University diploma or skilled coaching in an space related to the place.

Experience:

Essential: At least 5 years of labor expertise in secretarial or administrative positions.

Desirable: Experience within the UN system or a world workplace surroundings. Experience in an Oracle-based or different ERP methods.

Use of Languages Skills:

Essential: Expert information of English

Desirable: Intermediate information of French, Russian, German, Danish

REMUNERATION

WHO presents workers within the General Services class a beautiful remuneration package deal, which for the above place contains an annual internet base wage beginning at DKK 344,273 (topic to necessary deductions for pension contributions and medical health insurance, as relevant) and 30 days of annual depart.

Additional Information:

• This emptiness discover could also be used to fill different comparable positions on the identical grade stage.
• Only candidates beneath severe consideration can be contacted.
• A written take a look at and/or an asynchronous video evaluation could also be used as a type of screening.
• In the occasion your candidature is retained for an interview, you may be required to supply, upfront, a scanned copy of the diploma(s)/diploma(s)/certificates(s) required for this place. WHO solely considers greater academic {qualifications} obtained from an establishment accredited/acknowledged within the World Higher Education Database (WHED), an inventory up to date by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The listing may be accessed by way of the hyperlink: http://www.whed.net. Some skilled certificates could not seem within the WHED and would require particular person overview.
• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration within the employment of the workers is the need of securing the very best requirements of effectivity, competence, and integrity. Due regard can be paid to the significance of recruiting the workers on as huge a geographical foundation as doable.
• Any appointment/extension of appointment is topic to WHO Staff Regulations, Staff Rules and E-Manual.
• The WHO is dedicated to creating a various and inclusive surroundings of mutual respect. The WHO recruits and employs workers no matter incapacity standing, intercourse, gender id, sexual orientation, language, race, marital standing, spiritual, cultural, ethnic and socio-economic backgrounds, or some other private traits.

The WHO is dedicated to reaching gender parity and geographical range in its workforce . Women, individuals with disabilities, and nationals of unrepresented and underrepresented Member States ( https://www.who.int/careers/diversity-equity-and-inclusion ) are strongly inspired to apply.

Persons with disabilities can request cheap lodging to allow participation within the recruitment course of. Requests for cheap lodging must be despatched by way of an e-mail to reasonableaccommodation@who.int

• An impeccable report for integrity {and professional} moral requirements is crucial. WHO prides itself on a workforce that adheres to the very best moral {and professional} requirements and that’s dedicated to place the WHO Values Charter ( https://www.who.int/about/who-we-are/our-values ) into observe.
• WHO has zero tolerance in direction of sexual exploitation and abuse (SEA), sexual harassment and different forms of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a job to play in selling a protected and respectful office and will report back to WHO any precise or suspected instances of SEA, sexual harassment and different forms of abusive conduct. To be sure that people with a substantiated historical past of SEA, sexual harassment or different forms of abusive conduct usually are not employed by the Organization, WHO will conduct a background verification of short-listed candidates.
• WHO has a smoke-free surroundings and doesn’t recruit people who smoke or customers of any type of tobacco.
• WHO additionally presents wide selection of advantages to workers, together with parental depart and engaging versatile work preparations to assist promote a wholesome work-life steadiness and to permit all workers members to precise and develop their skills absolutely.
• The statutory retirement age for employees appointments is 65. For exterior candidates, solely those that are anticipated to finish the time period of appointment will usually be thought-about.
• For data on WHO’s operations please go to: http://www.who.int
• This publish is topic to native recruitment and can be stuffed by individuals recruited within the native commuting space of the responsibility station.
• Please be aware that WHO’s contracts are conditional on members of the workforce confirming that they’re vaccinated as required by WHO earlier than enterprise a WHO project, besides the place a medical situation doesn’t enable such vaccination, as licensed by the WHO Staff Health and Wellbeing Services (SHW). The profitable candidate can be requested to supply related proof associated to this situation. A replica of the up to date vaccination card have to be shared with WHO medical service within the medical clearance course of. Please be aware that sure international locations require proof of particular vaccinations for entry or exit. For instance, official proof /certification of yellow fever vaccination is required to enter many international locations. Country-specific vaccine suggestions may be discovered on the WHO worldwide journey and Staff Health and Wellbeing web site. For vaccination-related queries please straight contact SHW straight at shws@who.int
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