Programme Assistant Roster

Огляд

The WHO Country Office in Ukraine was established in June 1994 in Kyiv to support the country’s sustainable health development. The WHO team in Ukraine provide technical expertise on health-related matters and build national capacity through policy dialogues, strategic support, technical assistance, service delivery to fill gaps during emergencies, and adaptation of global norms and standards to the national context. The purpose of Health Dialogue Officer Position in Ukraine is to lead the WHO Ukraine Country Offices’ Rehabilitation and Disability Unit, of the Health Programs team, to implement the 5-year Rehabilitation, Assistive Technologies, Long Term Care and Disability Strategy in Ukraine. To provide technical support and assist the Government of Ukraine in improving the health of people with impairments and disabilities through access to general health services as well as rehabilitation, assistive devices and disability inclusion, and to increase evidence-based policy and program decision-making through improved data and appropriate information systems.

Обов'язки

• draft correspondence and documents based on written/verbal prompts from the Professional staff of the unit(s) and Country Office. Independently compose and finalize correspondence of an administrative nature. Revises unit correspondence, reports, and documents for proper form and (non-technical) content. Takes notes at meetings. Types reports and other documentation. Arrange duty travel
• scans, records, refers and follows up correspondence and documents, evaluates the urgency or critical nature of items, and brings them to the attention of the responsible staff. Informs and reminds responsible staff of follow-up dates and deadlines for response or specific actions, supplying supporting material as appropriate. Periodically update supervisor and team members on the program implementation status, and potential issues and opportunities
• using ERP system (GSM) and other corporate tools, monitor aspects of the implementation of activities and availability of funds for project/programme budget levels and financial expenditures, according to the approved projects. Assemble draft background for planning, monitoring and evaluation exercises. Input duty travel recommendations and issue reminders re follow up, record project/programme monitoring and evaluation notes
• make administrative arrangements for the country and inter-country activities, including preparation of various committal documents related to the procurement of goods and services, arrangements of study tours and duty travel as per corporate guidelines, and in accordance with the approved programme budget/collaborative programmes with countries
• assist in organizing meetings held in-house or in Member States (working groups, seminars/courses, workshops, and symposia), i.e.: make administrative preparations, including organisation of practical local arrangements, advance transport of documents/equipment and hospitality. Provide administrative and secretarial support during the meetings and pay per diem to participants if required. Prepare administrative reports
• establish and maintain the unit's filing system of technical documents and correspondence. Create background files and compile reference material as appropriate. Access and retrieve information from relevant databases and updates as required
• respond to and act on telephone enquiries. Assess the critical nature of technical enquiries and refer them to appropriate staff for reply. Coordinate appointments for supervisors and team members and organize programmes for visitors
• provide briefing and guidance to all staff on general office practices and procedures; assist/replace colleagues in the team and perform other related duties as required
• in coordination with the technical and admin team, take a proactive role and assist with the preparation of donor proposals and donor reports (financial and resource management components) and timely management of resources

Вимоги

Education:

• Essential: Equivalent to graduation from secondary school or technical or commercial school
• Desirable: Higher education from an accredited educational institution an asset

Experience:

• Essential: At least 5 years of relevant experience in the secretarial/administrative field OR 3 years of relevant experience in the secretarial/administrative field with a First level university Degree in public or business administration or any other relevant degree
• Desirable:  Experience in an international environment or institution. Relevant experience in WHO or in the UN.

Skills:

• proficiency in using standard office software (MS Office applications) and note-taking
• operation of computerised systems and databases
• training in Oracle-based or other ERP systems an asset.

Use of Language Skills:

• Essential: Excellent knowledge of English and Local language
• Desirable: Knowledge of any other official UN language

Умови

• full time
• work in Kyiv
• contract duration: 6 months
• Grade: G5
• Contractual Arrangement: Temporary appointment under Staff Rule 420.4