Rosters: Programme Assistant (G5)/ Associate (G6) - Programme or Procurement

OBJECTIVES OF THE PROGRAMME

WHO’s work in countries operationalizes the General Programme of Work (GPW14) and the European Programme of Work 2025-2029 (EPW2). GPW14 focuses on accelerating progress toward Health for All by strengthening systems for health, improving access to essential services, advancing preparedness and resilience, and reducing health inequalities. EPW2, endorsed at RC75 following extensive consultation with Member States, reaffirms WHO/Europe’s role in bringing unique value to countries through five core functions:

1. International knowledge hub for health – providing authoritative evidence, norms, policies and best practices from across the Region and globally to inform national public health decision-making.

2. Impartial coordinator for everyone’s health – convening national stakeholders and partners to align strategies and support coherent, multisectoral responses to shared health challenges.

3. Leader in tracking and managing cross-border health threats – supporting surveillance, preparedness, and coordinated action on public health emergencies in line with the Preparedness 2.0 agenda.

4. Driver of health system transformation – advising national authorities on evidence-informed reforms and policies that strengthen health systems and improve performance.

5. Voice for health equity – helping countries identify who is being left behind and integrating equity considerations into health policies and strategies.

In this context, WHO Country Offices enable the translation of global and regional commitments into national action. They support Member States by providing strategic advice, convening dialogue across sectors and partners, connecting national authorities with WHO’s technical expertise, and facilitating the use of evidence and best practices to inform policy.

DESCRIPTION OF DUTIES

G5 level:

Drafts correspondence and documents in consultation with professional staff in the country office. Independently composes and finalizes correspondence of administrative nature. Revises correspondence, reports, and documents for proper form and (non-technical) content. Takes notes at meetings. Types reports and other documentation. Arranges duty travel. Acts as informal interpreter/translator when required.

Scans, records, refers and follows up correspondence and documents, evaluates the urgency or critical nature of items, and bringing them to the attention of the responsible staff. Informs and reminds responsible staff of follow-up dates and deadlines for response or specific actions, supplying supporting material as appropriate.

Using the relevant ERP system(s), monitors aspects of the implementation of project activities and availability of funds for project/programme budget levels and financial expenditures, according to the approved project work plan. Assembles draft background for planning, monitoring and evaluation exercises. Inputs duty travel recommendations and issues reminders for follow up, records project/programme monitoring and evaluation notes.

Makes administrative arrangements for country and intercountry activities including preparation of various committal documents related to the procurement of goods, standard contracts (APW, DFC, etc) as per the established EURO guidelines, and services, arrangement of recruitment of consultants, and duty travel in accordance with the approved programme/project budget.

Assists in the organization of meetings held in-the country (working groups, seminars/courses, workshops, and symposia), i.e.: makes general administrative preparations, including organization of practical local arrangements and advance transport of documents/equipment; arranges hospitality as appropriate. Provides administrative and secretarial support during the meetings, and pays per diem to participants as appropriate (not obligatory). Prepares reports to ensure all activities are well documented as well as administrative reports.

Establishes and maintains the filing system of technical documents and correspondence. Creates background files and compiles reference material as appropriate. Establishes and updates a proper computerized information system on on-going collaboration, counterparts. Accesses and retrieves information from relevant databases and updates as required.

Responds to and acts on enquiries in a timely manner. Assesses the critical nature of technical enquiries and refers them to appropriate staff for reply. Coordinates appointments for supervisor and organizes programmes for visitors.

Maintains WHO documentation modules (if applicable) and all WHO documentation in consultation with the WHO Documentation Centre as applicable: ensures that information is properly disseminated.

Provides briefing and guidance to general service and professional staff on general office practices and procedures; assists/replaces colleagues in the team and performs other related duties as required.

G6 level (Programme Associate):

Provide administrative support to the operational planning, development of the project and workplan and assist the team(s) as required along the life-circle of the project.

Follow-up on the Unit's HR-administrative issues; ensure proper management of the HR Plan/HR Action Plan within the workplan.

Draft and circulate for approval the necessary paperwork for HRS to act on staff contractual and other matters.

Check, obligate and clear purchase requests for services and equipment, working in close collaboration with relevant colleagues to ensure that ordered services are appropriate.

Track/administer the team’s client-support/response system and flow of information, monitoring and ensuring the processing of requests and correspondence.

Provide administrative support to the organization of internal and external meetings.

Manage the smooth running of the administrative functions, including maintaining an up-to-date status of the office space and acting as the office space focal point for the programme.

Compile and ensure the availability of documentation for team meetings, seminars, and workshops.

Establish and/or maintain the team's electronic filing system of technical documents and correspondence.

Prepare routine and ad hoc financial reports using the relevant ERP system and other related sources of information. Review budget plans, monitor and analyse project financial performance and support with donor reporting as and when needed.

Review and process transactions in the enterprise resource planning system and follow up with concerned parties on the receipt of deliverables and finalization of payments.

Monitor the implementation project/programme activities.

G6 level (Procurement Associate):

Support procurement planning for project activities by assisting programme teams in identifying procurement and logistics needs and aligning requisitions with approved timelines.

Prepare, compile and process procurement-related documentation the relevant ERP system(s).

Track procurement actions from initiation through award, delivery and closure, maintaining up-to-date records and following up with internal focal points, suppliers and service providers on pending actions.

Support procurement and contract management for goods and services.

Provide administrative support for logistics and supply chain processes.

Assist in coordinating customs clearance processes for imported goods in line with national regulations and WHO procedures.

Support preparation, tracking and filing of donation-related documentation for goods provided to national authorities, including coordination with the Ministry of Health and other counterparts to ensure proper authorization, handover and record-keeping.

Monitor delivery of goods and services against contractual terms and shipping arrangements; follow up on delays, discrepancies or damages and support resolution of routine issues in coordination with procurement and logistics colleagues.

Ensure procurement, logistics and donation files are complete, well-organized and audit-ready, including maintenance of electronic and physical records in line with WHO documentation standards.

Support verification of invoices and supporting documentation related to procurement, logistics and customs clearance services, ensuring consistency with contracts, delivery confirmations and approved budgets prior to submission.

Liaise with internal and external counterparts to facilitate timely processing and follow-up of procurement and logistics actions.

Provide administrative and logistical support for meetings, workshops, trainings and official events.

Perform other related duties as assigned to support project implementation, operational continuity and effective functioning of the WHO Country Office.

Education

Essential : Completion of secondary school or equivalent.

Desirable : Relevant higher education from an accredited institution.

Experience

G5 level

Essential : At least 5 years of relevant experience.

G6 level

Essential : At least 8 years of relevant experience.

Desirable : Relevant experience in WHO, the UN or another international organization.

Skills

Proficiency in the use of standard office computer software, note taking and operation of computerized systemsand databases.

Basic understanding of accounting principles.

For the procurement role only : Good knowledge of procurement and contracting processes in a programme or project environment.

WHO Competencies

Teamwork

Respecting and promoting individual and cultural differences

Communication

Producing results

Knowing and managing yourself

Use of Language Skills

Essential : Expert knowledge of English. Expert knowledge of Turkish.

Desirable : Intermediate knowledge of German/Russian/French.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above positions include an annual net base salary starting at USD 25,677 at the G5 level or USD 31,077 at the G6 level, depending on the level of appointment, (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

• Staff members separated due to the 2025 Prioritization and Realignment Process will receive special consideration according to the applicable regulatory framework.
• 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. 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 eManual.
• The Director-General retains the discretion to not make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description, including shortening the duration of the appointment.
• WHO is committed to creating a diverse and inclusive environment of mutual respect. 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.
• WHO is committed to achieving gender parity and geographical diversity in its staff. 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 may request reasonable accommodations (modifications or adjustments to the application or recruitment process) to support their participation in the application and recruitment process. Please send an email to reasonableaccommodation@who.int with your full name, the vacancy number you are applying for, and specific details of the accommodation needed in your request.
• 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 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.
• For information on WHO's operations please visit: http://www.who.int.
• 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 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
• 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 shws@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.
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