PROGRAMME ASSISTANT (MOLDOVA) (EURO/11/FT196)
18 June 2011
The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No: EURO/11/FT196
Title: Programme Assistant (Moldova)
Grade: G5
Contract type: Fixed-Term Appointment
Duration of contract: Two years
Date: 17 June 2011
Application Deadline: 2 July 2011
Duty Station: Chisinau, Republic of Moldova
Organization unit: EUCO Operations in Countries (EU_ACO), EU_MDA WHO Country Office, Republic of Moldova (EU_MDA)
WHO Country Office Moldova
Description of duties:
As part of the WHO Country Office team, the incumbent performs a variety of secretarial, coordinating, monitoring and administrative services in support of project/programme activities related to health systems and public health (including projects financed by European Commission to Republic of Moldova). Typically, the incumbent performs the following duties:
Drafts correspondence and documents on request of/together with the Head of the Office and/or other programme staff. Independently composes and finalizes correspondence of administrative nature. Revises correspondence, reports, and documents for proper form and (non-technical) content. Takes notes at meetings. Takes and transcribes from dictation, recordings and handwritten drafts. Types reports and other documentation. Arranges duty travel. Provides informal interpretation/translations when required.
Scans, records, refers and follows up correspondence and documents, evaluates the urgency or critical nature of items, and bringing them to the attention of the Programme Managers, Professional Officers and Head of Country Office. Informs and reminds programme staff of follow-up dates and deadlines for response or specific actions, supplying supporting material as appropriate.
Using available online systems (GSM and other), monitors aspects of the implementation of country activities and availability of funds for project/programme budget levels and financial expenditures, according to the approved country workplan. Assembles draft background for planning, monitoring and evaluation (including mini-review) exercises.
Keeps financial records for the programme activities; provides operational support in preparation, processing and following up of committal documents within the framework of programme implementation, including preparation of budget breakdowns for the committal documents related to programme activities. Monitors that all supporting documents to financce matters are attached and properly signed, stamped and an in accordance with the delegation of authority, before making any payments.
Makes administrative arrangements for country and intercountry activities with regard to preparation of Agreements for Performance of Work (APW), Purchase Orders (PO), Fee letters, Travel Authorizations (TAs) and other committal documents, recruitment of consultants and temporary advisers, designation/re-designation of collaborating centres, and arrangements of study tours and duty travel in accordance with the approved programme budget/collaborative programmes with the country.
Assists in the organization of meetings held in the country (working groups, seminars/courses, workshops and symposia etc.), i.e.: makes general secretarial and administrative preparations, including local logistics; arranges hospitality as appropriate. Provides administrative and secretarial support during the meetings. Ensures all activities are well documented and prepares administrative reports.
Establishes and maintains the filing system of technical documents and correspondence. Creates background files and compiles reference material as appropriate. Establishes and updates a proper computerized information system on on-going collaboration, counterparts, WHO Collaborating Centres, activities of other international organizations. Accesses and retrieves information from relevant databases and updates as required.
Responds to and acts on telephone enquiries.. Assesses the critical nature of technical enquiries and refers them to appropriate staff for reply. Coordinates appointments for Head of the Office, Programme Managers and national and international partners/stakeholders and organizes programmes for visitors.
Maintains WHO documentation modules (if applicable) and all WHO documentation in consultation with the WHO Information and Documentation Centre; ensures that information is properly disseminated.
Provides briefing and guidance to general service and professional staff on general office practices and procedures; assists/replaces colleagues in the team and performs other related duties as required by the Head of the Country Office.
REQUIRED QUALIFICATIONS
Education:
Essential:
Graduation from secondary school or equivalent technical or commercial school and specialized training preferably in administration/management related fields.
Desirable:
Equivalent to graduation from a school of III-IV level of accreditation according to national standards of the higher education.
TRAINING:
Essential:
Secretarial/administrative training, or equivalent work-related experience, including typing and proven skills on standard office software and note-taking; Work with computerised systems and databases.
Desirable:
Basic training in accounting principles.
Skills:
COMPETENCIES:
see WHO Global Competencies model at http://www.who.int/employment/competencies/en,
1. Communicating in a credible and effective way:
Speaks and writes clearly, adapting communication style and content so they are appropriate to the needs of the intended audience. Conveys information and opinions in a structured and credible way. Ensures that messages have been heard and understood. Keeps others informed of key and relevant issues.
2. Knowing and managing yourself:
Works productively in an environment where clear information or direction is not always available. Remains productive when under pressure. Stays positive in the face of challenges and recovers quickly from setbacks. Uses constructive criticism to improve performance. Shows willingness to learn from previous experience and mistakes, and applies lessons to improve performance. Seeks feedback to improve skills, knowledge and performance
3. Producing results:
Demonstrates a systematic and efficient approach to work. Produces high-quality results and workable solutions that meet client needs. Monitors own progress against objectives and takes any corrective actions necessary. Acts without being prompted and makes things happen; handles problems effectively. Takes responsibility for own work. Sees tasks through to completion.
4. Ensuring the effective use of resources:
Develops plans into clearly defined objectives that take account of changing circumstances. Identifies priorities and defines realistic objectives and timelines. Identifies, organises and effectively manages the financial and human resources needed to achieve results. Is able to quickly re-allocate resources and reset priorities in response to unexpected events. Establishes measures to monitor resources and progress of activities as planned. Monitors costs and seeks to use the most cost-effective methods.
5. Fostering integration and teamwork:
Develops and promotes effective relationships with colleagues and team members. Deals constructively with conflicts. Works collaboratively with team members to achieve results. Supports and acts in accordance with team decisions. Accepts joint responsibility for team's successes and shortcomings. Identifies conflict early and supports actions to facilitate its resolution. Encourages co-operation and builds rapport among fellow team members.
Experience:
Essential:
Considerable and progressively responsible experience in the secretarial/clerical and administrative field.
Desirable:
Bookkeeping experience (minimum 1 year) is desirable.
Experience within UN and/or WHO or international agencies/organizations.
Languages:
ENGLISH
Essential:
READ: To read and understand the essential meaning of a wide variety of written material and the nuances and technical terminology applicable to the job.
WRITE: To compose, draft and adapt correspondence and documentation.
SPEAK: To understand and express orally a wide range of information, utilizing an extensive vocabulary, correct grammar and clear pronunciation.
FRENCH or GERMAN or RUSSIAN
Essential:
READ: To read and understand the essential meaning of a wide variety of written material and the nuances and technical terminology applicable to the job.
WRITE: To select and draft standard texts and phrases and to adapt correspondence and standard letters associated with predictable and repetitive work situations.
SPEAK: To understand and express orally a varied range of information, utilizing adequate vocabulary, correct grammar and clear pronunciation.
LOCAL LANGUAGE
(official language of the duty station)
Essential:
READ: To read and understand the essential meaning of a wide variety of written material and the nuances and technical terminology applicable to the job.
WRITE: To select and draft standard texts and phrases and to adapt correspondence and standard letters associated with predictable and repetitive work situations.
SPEAK: To understand and express orally a varied range of information, utilizing adequate vocabulary, correct grammar and clear pronunciation.
Additional Information:
WHO has an online recruitment system. Therefore, ONLY applications submitted on-line at www.who.int/employment/en will be accepted.
All on-line applications are automatically acknowledged. If you do not receive an e-mail within 24 hours confirming receipt of your application, you should verify your on-line profile. In case of repeated difficulties, contact by e-mail hrsrecruitment@euro.who.int indicating the vacancy title and number in the subject line.
This is a LOCAL vacancy and as such, only qualified applicants residing within commuting distance of Chisinau will be considered.
WHO does not cover any expenses related to participation in tests and/or interviews. Short-listed external candidates will be contacted for testing in language and PC skills prior to final interview.
Interviews will take place using a competency-based approach.
Similar posts could be filled using this vacancy notice.
Annual salary:
(Net of tax)
In Leu - 122125 at single rate
Not applicable with primary dependants
Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment . The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.
WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.
WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
