Project Assistant, Brazzaville

The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No: AFRO/DPC/15/FT396 Title: Project Assistant Grade: G5 Contract type: Fixed-term Appointment Duration of contract:  One (1) year	Date: 28 July 2015 Application Deadline: 10 August 2015 (12 day(s) until closing deadline) Currently accepting applications Duty Station:  Brazzaville, Congo   Organization unit: AF/DPC Disease Prevention and Control (AF/DPC) / AF/NCD Non-Communicable Diseases (AF/NCD) NCD/TOB
OBJECTIVES OF THE PROGRAMME : To provide technical support in strengthening and implementing effective Tobacco control interventions and comprehensive implementation of the WHO Framework Convention on Tobacco Control (FCTC).
Description of duties: GENERAL - Receive visitors and telephone calls with tact and discretion, and acts according to the nature and urgency of each, including redirecting as appropriate. - Provide background information for appointments with official visitors and/or staff members. - Monitor requests for goods and services, including receipt, payment and inventory requirements. CORRESPONDENCE - Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance. - Verify that outgoing correspondence is presented in accordance with WHO and cluster styles and checking language, grammar and accuracy prior to submitting for signature and clearance. - Analyze incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of the responsible officer's needs, or redirecting them as appropriate; identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items. - Ensure that technical reports and documents are in line with WHO standards, rules, practices and procedures, editing and correcting them as necessary prior to their submission for signature or clearance of relevant authority. - Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner. MEETING ADMINISTRATION - Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including letters of invitation, costs calculation and travel requests; assisting with preparation of documents, dispatching of materials and liaising with participants and others involved. - Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions. - Schedule weekly team and ad hoc meetings, according to schedules and need; taking and preparation of minutes. - Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team's professional staff, checking their availability and ensuring they have the appropriate briefing files and documents. TRAVEL - Using GSM/Oracle, 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. OTHER DUTIES - Create and maintain physical and electronic filing of Programme documents. - Establishes and maintains the Programme's filing system of technical documents and correspondence. Creates background files and compiles reference material as appropriate. Access and retrieves information from relevant databases and updates as required. - Perform other related duties as required or instructed, including providing support to other areas of work.
REQUIRED QUALIFICATIONS
Education: - Essential:- Completion of secondary school education or equivalent technical or commercial education. - Desirable:- Training in secretarial tasks and/or in an administrative field is desirable. Verification of Educational qualifications: "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 these will be reviewed individually".
Skills:  The incumbent maintains and updates proficiency in the use of modern office technology through of in-house courses, on-the-job training or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief others and explain procedures. Work requires the use of: word processing facilities to create, edit, format and print correspondence and documents; spreadsheet and visual presentation software; e-mail and scheduling software to improve communications both internally and externally; Oracle/GSM for administrative matters. WHO Competencies: 1. Knowing and managing yourself 2. Producing results 3. Fosters integration and team work 4. Moving forward in a changing environment
Experience: - Essential:- 5 to 7 years of relevant experience. - Desirable:- Experience in administrative support positions in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.
Languages: Excellent knowledge of French with working knowledge of English
Additional Information: WHO offers an attractive compensation package including an annual net salary (subject to mandatory deductions for pension contributions and health insurance), dependency benefits, pension plan, health insurance scheme, and 30 days annual leave. Please visit the following websites for detailed information on working with WHO: http://www.who.int Click on: . to learn more about WHO's operations http://icsc.un.org Click on: Quick Links > Salary Scales > by date Candidates will be contacted only if they are under serious consideration. Kindly note that this position is only open to candidates living within commuting distance of the Regional Office, Brazzaville.
This vacancy notice may be used to fill other similar positions at the same grade level.
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.