Assistant to Team - Berlin, Deutschland - World Health Organization

World Health Organization

Geprüftes Unternehmen

Berlin, Deutschland

vor 3 Wochen

Geschrieben von:

Lena Wagner

beBee Recruiter

Beschreibung

Grade:
G5

Contractual Arrangement:
Fixed-term appointment

Contract Duration (Years, Months, Days): 2 years

Job Posting:
Feb 20, 2023, 8:06:16 AM

Closing Date:
Mar 21, 2023, 5:59:00 PM

Primary Location:
Germany-Berlin

Organization:
HQ/WSE Health Emergency Intelligence & Surveillance Systems

Schedule:
Full-time

OBJECTIVES OF THE PROGRAMME:

The mission of WHO's Health Emergencies Programme (The Programme) is to build the capacity of Member States to manage health emergency risks and, when national capacities are overwhelmed, to lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery to affected populations.

The Health Emergency Intelligence and Surveillance Systems division (WSE) is responsible to build a system of collaborative intelligence enabling better decisions to avert and manage public health threats and risks.

Its goal is to enable, strengthen and support countries, regional and global actors in averting and managing public health threats and risks through collaborative problem solving and decision-making for short-term action and long-term policies, informed by better data and analytics.

The WHO Hub for Pandemic and Epidemic Intelligence is a new office of WHO, located in Berlin.

It will work with partners to enable the generation of public health relevant information to provide timely actionable insights in response to health emergencies; and improve decision making in response to prepare for, avert and respond to public health threats.

It also aims to reduce fragmentation and inefficiency by creating an ecosystem that promotes collaboration across multiple professional disciplines, sectors, and initiatives; and empower decision makers, public health professionals, and civil society to make informed public health decisions.

DESCRIPTION OF DUTIES:

Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:

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 department 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.

HUMAN RESOURCES:

Ensure the timely appointment/renewal of contracts, initiating requests for temporary and fixed-term staff in the HR Action Plan.

PROCUREMENT:

Initiate, through Oracle/GSM procurement module, contracts for consultants, Agreements for Performance of Work (APW), and other contract modalities.

Monitor and record receipt of deliverables and initiate and monitor payments as needed. Initiate, through Oracle/GSM procurement module, requisitions for goods procurement, and monitor and receipt of deliverables.

BUDGET & FINANCE:

Assists in the monitoring and progress review of projects and tasks in the GSM/Oracle work plan.

Provides team members with timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required.

-Monitors income and expenditures for planning purposes.

Promptly follows-up on financial, budgetary and any outstanding issues concerning the team/department, including ensuring timely processing of committal documents.
Assists in the preparation of financial and technical progress reports to donors.

INFORMATION MANAGEMENT:

In close collaboration with other support staff, create and/or maintain filing systems; continual review of filing system to ensure information is up to date and effectively and efficiently used.

Obtain documents and information from in-house and external sources as required; perform inf