Events Assistant, Pretoria WHO - World Health Organization Closing date: Monday, 1 October 2018

Events Assistant, 
Pretoria  
WHO - World Health Organization 
Closing date: Monday, 1 October 2018

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Events Assistant - (1804389)  

Grade: G7

Contractual Arrangement: Temporary appointment under Staff Rule 420.4

Contract duration: 12 Months

: 

Job Posting

: Sep 12, 2018, 2:41:27 AM

Closing Date

: Oct 2, 2018, 5:59:00 PM

Primary Location

: South Africa-Pretoria

Organization

: AF_ZAF South Africa

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device's system settings. 

OBJECTIVES OF THE PROGRAMME

Country Office Support Units have been established in the organizational structure to provide support to Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.

DESCRIPTION OF DUTIES

Under the guidance and supervision of the Operations Officer, the incumbent performs varied and diverse duties requiring knowledge of events management systems and procedures.Provide technical support to units during conferences and meetings held in South Africa.Liaise with HQ, AFRO, IST and WCO Programmes, organizing meetings to coordinate the logistics of the meetings such as local cost estimation, booking of hotel rooms and breakaway accommodation for participants, conference facilities and coffee breaks etc.Provide the Focal Point of the meetings and eventually the participants with the welcome information note which includes the necessary information for the meeting.Assist with facilitation of entry visa for meeting participants, as may be required.Assist participants in the arrangement of their transport to and from the Airport.Coordinate, in close collaboration with the WCO finance unit, the payment of participant's perdiem at the venue of the meeting.Ensure that the setting of the conference equipment which includes microphones, PA system and interpretation booths takes place soon before the meetings and the packing of the same equipment is also done soon after the meetings.Supervise the appropriate movement of equipment e.g. security checking in and out of the premises are done according to WHO standards.Ensure the shuttle movements during trainings are done timeously.Provide a short report after each meeting event.Provide quarterly and annually reports on the meetings held in South Africa Perform other related duties as required or instructed and may be required to serve as back up for colleagues in similar positions.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of a Secondary school education and/orequivalent technical or commercial education
Desirable: Training in Administration, Events management and/or in a clerical field is desirable.

Experience

Essential: 10 - 15 years of experience in meetings support or events management work
Desirable: Experience working in WHO would be an advantage.Experience in use of IT or other ERP systems coupled with events management an asset

Skills

The incumbent maintains and updates proficiency in the use of modern office technology through in-house courses, on the job training or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations. Knowledge of administrative procedures and systems such as Word processing, managing files and records. Ability to manage events such as workshops and meetings.

WHO Competencies

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:
The above language requirements are interchangeable.

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 ZAR 358,829 (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 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.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

• For information on WHO's operations please visit: http://www.who.int.

• WHO is committed to workforce diversity.

• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.