Job Description

Grade: G5 Contractual Arrangement: Fixed-term appointment Contract Duration (Years, Months, Days): 2 Years

Job Posting: Jan 4, 2022, 5:55:20 AM Closing Date: Jan 24, 2022, 4:59:00 PM Primary Location: Indonesia-Jakarta Organization: SE_INO WR Office, Indonesia Schedule: 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 PROGRAMME

To provide timely and efficient administration support services to the office of the WHO Representative, Deputy Representative and Administrative Officer in response to the Country Office operation.

DESCRIPTION OF DUTIES

Under the direct supervision of WHO Administrative Officer and WHO Representative to Indonesia, the incumbent provides office and secretarial support as follows:

Provides administrative support to the WHO Country Representative, Deputy Representative and Administrative Officer:

1. Provides administrative support to ensure the smooth and effective functioning of the WHO Country office;

2. Coordinates the efficient and discreet management of the WHO Country Representative's schedule;

3. Coordinates calendar and schedule of regular and ad-hoc internal meetings;

4. Assembles briefing materials and other briefs for the WHO Country Representative;

5. Coordinates travel planning and logistical support arrangement for official missions of the WHO Country Representative as well as transport arrangements; and

6. Undertakes logistical administrative and financial arrangements for meetings, events and workshops organized by the WHO Country Representative.

Facilitate effective communications and information management support:

7. Manages, records and screens all incoming communications and filters outgoing correspondence for WHO Country Representative's signature;

8. Facilitates the flow of information/communication between the WHO Country Representative and other units within and outside WHO Country Office;

9. Reviews, prioritize and routes correspondence to and from WHO Country Representative; follows-up action and keeps the WHO Country Representative informed;

10. Review correspondence for proper internal clearance prior to the WHO Country Representative's signature;

11. Responds and/or directs inquiries to the appropriate WHO Unit for timely action and/or response;

12. Drafts official letters, responses, minutes of the meetings and other official documents when requested;

13. Maintains and organizes up to date hard and electronic files. Ensures safekeeping of confidential materials;

14. Coordinate with other units in WHO Country Office to implement systems, policies, procedures, or instruments to improve the process of executive information management; and

15. Manges WHO Country Office library and serves as a focal point for library related issues.

Support to external relations activities:

16. Support WHO Country Representative activities with various external partners such as governmental officials, donors, civil society, UN agencies and other partners through collaborative and proactive relationship with counterparts;

17. Responsible for protocol matters, receives high ranking officials, and answer calls/inquiries with tact and discretion.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary, technical or commercial school.
Desirable: Training in secretarial practices. First university degree is an asset.

Experience

Essential: At least five (5) years' progressively responsible, executive coordination, administrative or operational experience.
Desirable: Experience in WHO or in another UN/International organization as executive assistant or similar function will be considered an advantage.

Skills

• Through knowledge of modern office procedures and practices.

• The incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, and WHO.

• Ability to draft standard correspondence.

• Ability to handle work in a timely and accurate manner with tact and discretion, as required.

• Ability to maintain and update knowledge in the use of office technology through in-house courses, on-the-job training and/or self-training.

WHO Competencies

1. Teamwork
2. Respecting and promoting individual and cultural differences
3. Communication
4. Producing results
5. Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of English.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at IDR 203,530,000 (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 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.
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
• For information on WHO's operations please visit: http://www.who.int.
• WHO is committed to workforce diversity.
• 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.
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.