Documentation Assistant

Job Description - Documentation Assistant (English) (2408753)

Documentation Assistant (English) - (2408753)

Grade: G5

Contractual Arrangement: Fixed-term appointment

Contract Duration (Years, Months, Days): 2 years (1st year probationary period, further extensions subject to availability of funds, satisfactory performance and continuing need for the position)

Organization: EU/EDD Executive Director's Division

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

The Executive Director's division (EDD) together with the Business Operations Division (BOS), provides the vision and leadership through which country offices and technical divisions are supported in the efficient delivery of the General and European Programme of Work (GPW/EPW) and the WHO Programme Budget. It encompasses the enabling functions of resource mobilization, communications, programme and resource management, staff development and learning, and support to governing bodies of the European Region.

EDD has overall responsibility for the planning, execution, and evaluation of WHO programmes at the regional and country levels and in strengthening the alignment and joint work across the three levels of the Organization. It is also responsible for the management of corporate resources and the effective and efficient allocation of such resources to achieve the results laid out in the GPW/EPW.

The Regional Governance and Languages (RGL) unit contributes to strengthening leadership, governance and advocacy for health by supporting the WHO/Europe governing bodies (the Regional Committee (RC) and the Standing Committee of the Regional Committee (SCRC)) to perform their role in the governance and management of WHO at country, regional and global levels.

RGL coordinates and supports preparations related to the meetings of both regional and global governing bodies, enabled through timely provision of quality documentation in the region's official languages. It facilitates linkages from a governance perspective between WHO/Europe Member States, WHO partners and stakeholders, and WHO global leadership and, through geopolitical monitoring, guides WHO/Europe leadership on agendas for governance dialogue.

RGL also oversees the implementation of the outcomes of Member State processes on governance reforming a timely, efficient, and cost-effective manner, including the regional implementation of recommendations relating to governance arising from the deliberations of the Executive Board, the Programme, Budget and Administration Committee, and the Agile Member States Task Group on Strengthening WHO’s Budgetary, Programmatic and Financing Governance.

DESCRIPTION OF DUTIES

As part of the Regional Governance and Languages (RGL) unit, to process documentation from initial draft to final product.

1. Works on translated/edited/revised drafts of English language versions of documentation for sessions of regional governing bodies and conferences, technical documentation, reports and correspondence from the WHO Regional Director for Europe;
2. Proofreads English documentation, ensuring accuracy, consistency, completeness and conformity with approved WHO style; raises queries for review and resolution by English editor/author(s);
3. Contributes to/updates the ENG style notes and Perfect It in conjunction with the Editor; formats and ensures the correct layout of English governing bodies' documentation using the appropriate templates;
4. Finalizes documentation with regard to format and layout;
5. Completes final checks of English governing bodies documents as per the standard operating procedures; manages workflow updates and the status of English documents in SharePoint;
6. Maintains the workflow, communicates the status of documents to RGL colleagues; raises queries to, and resolves queries from, colleagues in RGL and technical units;
7. Maintains records of documentation production status, priorities and outstanding queries;
8. Finalizes English governing body documents for dispatch/publication;
9. Adheres to regular filing procedures and maintains digital files/folders;
10. Creates, maintains, updates and tests English WHO/Europe templates;
11. Backups for the Monitoring Assistant and monitors the LNG inbox as required;
12. Maintains Outlook tasks, registers and uploads documents into SharePoint, initiates workflows;
13. Maintains records of documentation and production status; oversees and updates information in SharePoint.

REQUIRED QUALIFICATIONS

Education

Essential : Equivalent to graduation from secondary school, supplemented by secretarial and/or language training.
Desirable : Relevant higher education from an accredited institution.

Experience

At least 5 years of progressively responsible experience in the secretarial/administrative field.
Demonstrated experience in working as part of a team.
At least 2 years of experience with documentation processing, such as proofreading and copy editing, or experience in teaching English as a foreign or native language.
Experience using communication platforms such as SharePoint and editing/proofreading/translation software.

Skills

Excellent skills in operating documentation processing software.
Demonstrated speed and accuracy in making revisions.
Demonstrated language skills in English at mother tongue level.
Emotional intelligence: ability to identify and manage one's own emotions, as well as helping others to do the same.
Teamwork, Respecting and promoting individual and cultural differences, Communication, Producing results, Moving forward in a changing environment.

Use of Language Skills

Essential : Expert knowledge of English.
Desirable : Intermediate knowledge of French, Russian, German.

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 DKK 344,273 (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 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.
• 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.
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
• The WHO is committed to creating a diverse and inclusive environment of mutual respect.
• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process.
• An impeccable record for integrity and professional ethical standards is essential.
• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• WHO also offers a wide range of benefits to staff, including parental leave and attractive flexible work arrangements.
• The statutory retirement age for staff appointments is 65 years.
• Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO.
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.