World Health Organisation - WHO
VACANCY
• Assistant
Position Number: 344473
Position Title: Assistant
Status: New
Grade: G4
Unit/Team: WP_PIC Pacific Island Countries
Major Office: WP/TON
Duty Station: Nuku'alofa (TON)
Organization: WP_PIC Pacific Island Countries
Nature of Position: Fixed-term
Duration: Two Years
Effective Date: August 01, 2024
FTE: 100%
CCOG Code: xxxxxx
First Level Supervisor: GURUNG, Doctor Anup Singh
Second Level Supervisor: JACOBS, Doctor Mark Andrew
1. Background and Justification
Purpose of the Position
As Assistant to the Country Liaison Officer, the incumbent provides secretarial and clerical support to a group of professional staff members in the Country Liaison Office.
2. Job Description
Objectives of the Programme and the immediate Strategic Objective
The WHO Country Office in Tonga is part of the Division of Pacific Technical Support (DPS), a decentralized division of the Western Pacific Region established to coordinate the provision of technical support for the countries and areas of the Pacific islands. The WHO Country Liaison Office for Tonga is the centre of the Secretariat’s mechanism for delivering its technical cooperation. The goal of WHO’s country presence is to enable the entire organization to support Tonga in reaching its health goals and contributing to global and regional public health action.
Organizational context (Describe the individual role of incumbent within the team, focusing on the intricacy and difficulty of working environment)
General instructions are provided in the form of correspondence standards, administrative rules, computer operating standards, filing systems and accepted administrative practices. The incumbent works within the framework of WHO and the department rules and procedures, and/or specific instructions. Other staff and/or the Assistant to the CLO provide specific instructions and guidance as necessary, particularly in relation to technical correspondence and unsusual procedures/requests.
The work is reviewed by supervisors for meeting expectations and overall quality; correspondence is signed or cleared by originator.
The incumbent may be called upon to brief temporary secretarial and clerical staff, or provide information on procedures to professional staff on an occasional basis.
Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives; include main achievements expected)
- Receive, screen, track and distribute incoming correspondence, attaching background information or related file, and forwarding to the staff concerned, drawing their attention to specific issues/problems as necessary.
- Draft replies to general and administrative correspondence on the basis of instructions or on own initiative, and finalize such correspondence.
- Using GSM, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.
- Initiate, through Oracle/GSM procurement module, contracts for consultants, Agreements for Performance of Work (APW), Technical Services Agreements (TSA), and General External Services requests (GES). Monitor and record receipt of deliverables, and initiate and monitor payments as needed. Initiate, through Oracle/GSM procurement module, requisitions for goods procurement, and monitor and receipt of deliverables.
- In collaboration with senior administrative support staff, monitor deadlines, reminding staff members of such and ensuring that correspondence and queries are responded to in a timely manner.
- Type, edit for language and grammar, correct and format, in accordance with WHO and departmental styles, technical reports and documents, tabular materials and assist in preparing presentations.
- Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.
- Maintain filing systems, ensuring that all activities supported are traceable and accessible as required.
- Screen and receive visitors and telephone calls with tact, discretion, making appointments, answering queries and/or redirecting visitors and callers with diplomacy and courtesy, obtaining background information on the purpose of appointments.
- Support the organization of team and departmental meetings, workshops, seminars, etc, including the typing of lists of participants, preparation of travel requests, letters of invitation, files, presentations and slides, reservation of meeting rooms and hotel accommodation.
- Replace other support staff as required.
- Perform other related duties as required or instructed, including provision of support to other areas of work and teams within the department, as required.
| Title of person contacted |
Subject and purpose of contact |
|
|---|---|---|
| Within unit/division | Staff at all levels in the area of work, the team and the department | To discuss assignments, obtain and give information, provide support |
| Within Organization at duty station | Staff at all levels in the cluster, other clusters and departments, and administrative, financial and other services | To give and obtain information, obtain services, discuss issues of common interest |
| Within Organization outside duty station | Counterparts in partners organizations/ institutions, Regional and Country Offices | To exchange information as related to duty travel arrangements, meetings, etc. |
| Outside the Organization |
Visitors and participants to meetings |
To give/obtain information, and to provide secretarial support during meetings |
Difficulty, Sensitivity, Nature and Importance of Work Relations With whom (indicate title only) and for what purpose does the job require contacts?
3. Recruitment Profile
Competencies: Generic
Describe the core, management competencies required - See WHO competency model - list in order of priority, commencing with the most important ones.
- Knowing and managing yourself
- Producing results
- Fosters integration and team work
- Communication
- Moving forward in a changing environment.
Education Qualifications
- Essential
Completion of secondary school education or equivalent.
Experience
- Essential:
At least 3 years of relevant experience in administrative / clerical funcions.
- 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: Languages
| English | Read: Expert Write: Expert Speak: Expert |
Required |
|---|---|---|
| French | Not Required | |
Please indicate if language requirements for English and French are interchangeable - [YES]
(e.g. English expert level required, French working level required OR French expert level required, English working level required)
Other Considerations (e.g. Physical Workplace Conditions if other than normal office environment; IT skills)
Work requires the use of word processing or other software packages, and standard office equipment. Formal or self-training in the use of standard office software. Training in Oracle-based or other ERP systems an asset. Work requires the use of word processing facilities to create, edit, format and print correspondence and documents; spreadsheet and visual presentation software; extensive use of e-mail and scheduling software to improve communications both internally and externally; Oracle/GSM for administrative matters.
For application please click on the link: Job Description - Assistant (2404545) (who.int)
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