Administrative Assistant

The Palestinian Authority has decided to establish a Palestinian National Institute of Public Health (PNIPH) following a feasibility study undertaken by the World Health Organization (WHO). The PNIPH will undertake health surveillance, data analysis and research in order to provide science-based information and advice on health issues to the PA and Palestinian civil society and will also have a role in training and capacity building for the health sector. WHO has been given the responsibility to establish the PNIPH in partnership with the PA Ministry of Health (MoH) and the Norwegian Institute of Public Health over a two year period to February 2014 with funding from the Norwegian Government. Once it is established as a legal entity with a governing body, the PNIPH will be a semi-autonomous government body within the Palestinian Authority, fully accountable for its own staff, its professional and technical responsibilities and its budget.

The WHO office for West Bank and Gaza is recruiting a national project team to start the work of establishing the Institute and build up its initial core functions. We are currently recruiting for six temporary posts. Brief descriptions of these posts are below. Inquiries and Applications must be submitted by June 20, 2012 to [email protected]. Applications must be in English and include your CV and covering letter. Secondments will be considered. Only Palestinians are eligible to apply.

 

Organizational Context
Under the supervision of the WHO Head of Office and the Project Manager, the incumbent will be responsible for the specified assigned duties described below in collaboration with the rest of the project team.

The incumbent will be based at the new premises for the PNIPH in Ramallah, West Bank, but will have extensive contact with the WHO office in Jerusalem and with other stakeholders to carry out the functions.

Purpose of the Post
- To provide a variety of secretarial/administrative work for the Institute.

Description of duties
The incumbent will perform the following duties
- Provide full range of clerical and secretarial services, including but not limited to typing and editing reports, documents and presentations, drafting general correspondence.
- Receive, screen and process incoming correspondence and requests in the light of instructions and policies, obtaining and attaching background information and forwarding to the staff concerned; drawing their attention to specific issues/problems as necessary.
- In close coordination with the Administration/Finance unit, process requests related to programme activities. Follow up with concerned parties the completion of deliverables and payments.
- Make necessary arrangements for field visits and duty travel of team members, consultants and visiting missions.
- Assist in organizing meetings, workshops and training activities, by typing documents and presentations, sending letters to participants, photocopying and preparing files, follow up with logistics units regarding arrangements, etc. Provide secretarial support during meetings.
- Screen and receive visitors and telephone calls with tact, discretion, making appointments, answering queries and/or redirecting visitors and callers with diplomacy and courtesy.
- Update and maintain records and reference files.
- Replace support staff, and perform other related duties including provision of support to other areas of work and teams as required.

Duration of contract
- Temporary appointment for 12 months with a possibility of extension

Recruitment Profile

Education
Essential:
- Completion of secondary education supplemented by secretarial/administrative training

Skills
Competencies
1) Communication in an effective and credible manner
2) Producing results
3) Fostering Integration and Team work
4) Knowing and managing oneself
5) Setting an example

Functional Skills and Knowledge
- Good knowledge of general office procedures
- Good drafting skills in preparation of correspondence and reports
- Ability to work harmoniously as a member of a team, to adapt to diverse educational and cultural background and maintain high standards of personal conduct
- Ability to work in pressing situations with conflicting priorities

Other skills (e.g. IT):
- MS Office (Word, Excel, PowerPoint, Outlook)
- Accounting/ERP software

Experience
Essential:
- Minimum 2 years progressive experience in administrative work

Eligibility
Only Palestinian Nationals are eligible to apply

Languages
Fluency in English and Arabic