Executive Associate

OBJECTIVES OF THE PROGRAMME

The WHO Country Office is an integral part of the WHO Regional Office for Europe. Its main role is to facilitate and coordinate all WHO activities at country level. This is done through facilitating the implementation of the Biennial Collaborative Agreement with the country and its corresponding work plan. The WHO Country Office maintains good working relations and ensures a two-way flow of information exchange between the country and WHO. The Executive Office is a medium office supporting the WHO representative and senior leadership WHO and project teams and working closely with key national and subnational counterparts, as well as UN and NGOs to promote the advancement of WHO technical and strategic advice as well as operational activities.

The WHO team in Ukraine consists of around 300 professionals who 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 WHO Ukraine Country Cooperation Strategy for 2024-2030 focuses on three key priorities: ensuring access to universal quality health services for all, regardless of ability to pay, preventing and reducing major health risks, and building robust institutions. The organization aims to maintain the resilience of Ukraine’s health system amid the war while continuing the reform agenda and moving towards the health system recovery.

The mission of the Division of Health Emergencies (WHE) is to build the capacity of Member States to assess, prevent and manage health emergency risks, and lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery to affected populations. The WHE Division brings together and enhances WHO's operational, technical and normative capacities in outbreaks, emergencies and risk analysis to address all health hazards across the risk management cycle in a predictable, capable, dependable, adaptable and accountable manner. The Programme is designed to operate within the broader humanitarian and emergency management architecture in support of people at risk of, or affected by, outbreaks and emergencies, consistent with ways that strengthen local and national capabilities.

ORGANIZATIONAL CONTEXT

The incumbent plays a key role within the Executive Office of the WHO Country Office in Ukraine, supporting the delivery of WHO's technical, strategic, and operational objectives. Operating in a dynamic and demanding environment, the incumbent must demonstrate adaptability to shifting priorities, frequent interruptions, and periods of high workload, particularly during critical meetings or emergency responses.

The incumbent interacts with a wide range of internal and external stakeholders who may not always have a full understanding of WHO’s administrative processes, procedures, and timelines. This can occasionally result in duplication of efforts, missed deadlines, or misunderstandings. Additionally, overlapping responsibilities or unclear task allocation within the team may create challenges in coordination and workflow management.

Under General Supervision, The Incumbent

• Collaborates effectively with team members to ensure priorities are met and deadlines are achieved.
• Operates with clear instructions for routine tasks and seeks additional guidance for new or complex assignments.
• Utilizes established resources, including the WHO Manual, EURO Policy and Procedures Handbook Series, PC Manuals, and advice from supervisors and experienced colleagues.
• Exercises sound judgment and flexibility in interpreting and applying administrative guidelines, identifying appropriate courses of action, and escalating complex issues when necessary.
  
  

The role requires initiative and proactive planning to maximize efficiency and productivity within the scope of established procedures and supervisory guidance. The incumbent’s effectiveness contributes indirectly to resource optimization, improved workflow, and enhanced team performance.

Comprehensive onboarding and training are provided to ensure the incumbent is well-versed in WHO administrative systems, policies, and tools, enabling seamless integration into the team.

This role offers a unique opportunity to contribute to the strategic and operational success of the Executive Office, directly supporting WHO representative and WHO's mission to advance public health priorities in Ukraine.

Description Of Duties

The incumbent is responsible for the effective and efficient functioning of the office of the head of the WHO country office with full confidentiality in all aspects of work assignments, maintenance of protocol procedures, management of information flow and efficient follow-up on deadlines and commitments made.

The incumbent will perform all or part of the following, and other related responsibilities as required by the needs of the office.

• Work under the direct supervision of the head of the WHO country office.
• Ensure effective and efficient functioning of the office of the head of the WHO country office, exercising discretion and confidentiality for sensitive matters.
• Manage the supervisor’s calendar, coordinating appointments and meetings, ensuring the exercise of due protocol with high-ranking officials.
• Make arrangements for the supervisor’s travel and itinerary, preparing background materials, documentation, agendas, and briefing files.
• Manage the information flow of the office, reviewing, prioritizing, and routing all incoming correspondence, ensuring timely follow up action and responses
• Proofread and quality assure the standard of outgoing correspondence for action/signature by the head of the WHO country office.
• Maintain up-to-date databases on official contacts for the head of the WHO office including contact information of Government Officials, members of the Diplomatic Corps, development partners, national institutions, United Nations system partners, intergovernmental organizations, nongovernmental organizations, donors, and other multilateral agencies.
• Prepare presentations, correspondence, reports and other official documents.
• Coordinate the secretarial and related administrative support services of the office, distributing special assignments, briefing and guiding new employees on administrative office procedures and WHO standards in official communication.
  
  

Recruitment profile

Competencies

• Mandatory
• 1) Teamwork
• 2) Respecting and promoting individual and cultural differences
• 3) Communication
• Producing Results
• Knowing and Managing Yourself
  
  

Functional knowledge and skills

• Organizational procedures and standards in executive-office administration and communications.
• Implementation of office protocol arrangements in accordance with established standards.
• Ability to plan, organize and coordinate meetings, schedules and itineraries.
• Ability to research, analyze and organize information for the preparation of reports and briefings.
• Ability to prepare working translations.
• Excellent communication skills including the ability to write/originate routine and non-routine correspondence and reports.
• Ability to evaluate and determine priorities and make recommendations for the supervisor’s
• information flow and calendar.
• Ability to maintain effective client relationships and proactivity in servicing clients.
  
  

Educational Qualifications

Required: Certificate of completion of secondary or high school.

Desirable: University degree (bachelor’s level) in business administration, legal affairs, political sciences, social sciences, or related field. Trainings in United Nations systems is an advantage.

Work experience

Essential: A minimum of 8 years of progressively responsible work experience relevant to the position (in general office or administrative work experience) including supervisory responsibilities or 4 years with a Bachelor or higher degree provided the university degree is relevant to the position.

Desirable: Administrative experience working in an international organization or setting, requiring frequent interaction with high level government, executive and other officials, Relevant experience in WHO or in the UN.

Language Requirements

Essential: Expert knowledge of Ukrainian and English.

Desirable: Intermediate knowledge of other Official WHO Languages.

Information Technology And Other Skills

• Proficiency in computers and office software packages, handling of web-based management systems, enterprise resource planning (ERP) systems and Cloud Management Enterprise System.
  
  

REMUNERATION

Remuneration comprises an annual base salary starting at USD 23442 (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 and/or an asynchronous video assessment may be used as a form of screening.
• In the event 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.
• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and E-Manual.
• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
• The WHO is committed to achieving gender parity and geographical diversity in its workforce. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.
• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to [email protected]
• An impeccable record for integrity and professional ethical standards is essential. 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 (https://www.who.int/about/who-we-are/our-values) 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 short-listed candidates.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
• The statutory retirement age for staff appointments is 65. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
• For information on WHO's operations please visit: http://www.who.int
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
• Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at [email protected].
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Grade

G6

Contractual Arrangement

Temporary appointment under Staff Rule 420.4

Contract Duration (Years, Months, Days)

6 months

Job Posting

Jan 9, 2025, 8:45:41 AM

Closing Date

Jan 23, 2025, 10:59:00 PM

Primary Location

Ukraine-Kyiv

Organization

EU_UKR WHO Country Office, Ukraine

Schedule

Full-time

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