Job Description

OBJECTIVES OF THE PROGRAMME

The ITT department\'s main objective is to provide high quality and cost-effective Information and Communications Technology (ICT) services which assist WHO in achieving its mission of health for all. The objective of the ITO team is to provide corporate support and consistent shared service to the ICT function across WHO including governance and coordination of global ICT initiatives, project planning, service management, finance and administration.

DESCRIPTION OF DUTIES

As an Administrative Assistant to the IT department, the incumbent provides administrative, HR, procurement, general secretarial and other required support primarily to ITT staff located in Kuala Lumpur. This position directly reports to the Project Management Officer and collaborates with the Administrative Assistant (Director\'s Office).

1. Servicing the Unit- as well as the extended departmental staff across a number of areas such as HR, procurement, the post ensures compliance with WHO general rules and regulations in executing various support activities in the mentioned domains, and , where necessary, adopt common approaches in activities and deliverables within the administrative support team. This includes:

a. Participation in the financial, budgetary and planning process by using WHO corporate systems (e.g. GSM) and other appropriate tools.

b. Advising IT staff on applicable financial and procurement policies and procedures.

c. Preparing required reports to effect a timely review of activities and outputs.

d. Being responsible for and executing all HR-related administrative transactions required, covering a total of 70 positions on issues such as monitoring/track-keeping of contractual arrangements (initiating contracts, renewals, extensions, drafting memos under guidance from professional staff on justifications for exceptions where required), monitoring and effecting timely payments for APWs and other similar HR support activities.

e. Prepare travel authorizations, checking timetables and costs with WHO\'s travel agency, making flight and hotel reservations, and dealing with other related matters as requested or own initiative.

f. Participating in the organization of team and departmental meetings, workshops, seminars, etc., taking notes, reminding core staff of follow-up points, deadlines, tasks to be implemented etc, as well as the provision of similar assistance to other teams as required.

g. Provision of the full range of administrative/ secretarial and logistical support to teams, managers or team leads in aspects of routine office operation and also during review of proposals, opening of bids, and setting up schedules, including on issues related to space-planning, asset monitoring, etc.

2. Other duties and responsibilities include:

a. Proactively handles customer, tickets or service requests, ensuring all assigned tickets (and emails) are responded to and resolved within the agreed Service Level Agreements.

b. Replaces other administrative support staff as required.

c. Performs other related duties as required or instructed, including providing secretarial support to other areas of work and team or the department as necessary.

REQUIRED QUALIFICATIONS

Education

Essential:

Completion of secondary school education or equivalent.

Desirable:

Secretarial training which has provided a sound grounding, preferably in an international organization.

Experience

Essential:

- At least 8 years of relevant experience in administrative/secretarial support positions, preferably including experience in WHO.

- 6 years with a relevant first level university degree, or

- 5 years with a relevant advanced university degree.

Desirable:

Experience in using ERP systems; for example, Oracle eBusiness suite.

Skills

- Ability to effectively collaborate with teams in an international, multi-cultural, multi- disciplinary environment separated by geographical locations and working under different time- zones.

- Proactive, flexible, resourceful and able to work independently with limited supervision.

- Ability to familiarize self and follow a defined set of processes for the effective handling of day- to-day transactions including WHO administration, procurement and/or financial policies and guidelines. Work requires keeping up-to-date with new/changing procedures and regulations.

- Ability to identify issues and risks and escalate these to supervisor in a timely and effective manner.

- Careful attention to detail and to check own work for accuracy, coupled with the ability to continuously monitor and track progress of own work.

- Ability to deliver within the agreed timelines with utmost quality.

- Ability to write clear and concise documentation (e.g. memos) that will be sent for approvals.

- Good interpersonal skills with the ability to think and act quickly, sometimes under pressure and yet remain effective.

- Excellent organizational skills.

- Must be IT literate and have demonstrated skill and proficiency in the use of computers.

- Ability to work as a team member.

WHO Competencies

1. Producing results
2. Knowing and managing yourself
3. Moving forward in a changing environment
4. Setting an example

Use of Language Skills

Essential:

Expert knowledge of English.

Desirable:

Intermediate knowledge of French.

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 MYR 67,719 (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 including those of a temporary nature.
• 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:

. 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:
• 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

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.

World Health Organization