Administrative Assistant

Uppsala Monitoring Centre (UMC) is recruiting an Administrative Assistant to join our dynamic WHO Collaborating Centre (WHO CC) department to provide administrative support to the WHO CC director and other functions/roles within the department. This is a full-time position based in the centre of Uppsala, Sweden.

YOUR ROLE

As an Administrative Assistant at UMC, you will work and collaborate at different levels and with different parts of the organisation, as well as externally, such as with WHO, member organisations of the Programme for International Drug Monitoring, and other WHO Collaborating Centres working in the field of pharmacovigilance. You will report to the WHO CC director and have a close dialogue with the WHO CC management team. In particular, you will:

- provide administrative support to the WHO CC director, but also to the management team, and other functions/roles within the department. You are a link to corresponding functions internally and collaborate with them in UMC-wide activities.
- have responsibility for internal meeting administration, but also external (e.g. related to planning days, meetings/events) involving various stakeholders.
- coordinate, document, and communicate a range of errands and activities, produce presentation materials, place orders, and handle invoices.
- be responsible for the administrative activities regarding planning, implementation, and follow-up of the department in general, and sometimes for specific projects/assignments.
- maintain and regularly review departmental steering documents, in collaboration with corresponding functions internally.

UMC’s WHO CC department currently has 25 staff, with diverse skill sets and backgrounds. We are divided into three teams: signal management, education and training, and global communications. We value highly collaboration between team members and across the organisation. Our department is the main point of contact between WHO and UMC. Together we work to meet the needs of a global medicines safety community for expert analysis, targeted training, and effective communication that supports national drug monitoring systems.
We are looking for someone who has high school education or higher, with relevant administrative training. You have some years of work experience in qualified administrative tasks corresponding to the work areas set out above. We assume that you are well versed in the use of administrative support systems and common communication platforms. The work requires that you express yourself well in spoken and written English, and that you possess strong organisational skills. In your work, you are expected to act with independence and high integrity.

PERSONAL CHARACTERISTICS
You are creative, curious, and collaborative. You are structured, care about detail, but also flexible, with the ability to see the big picture. You can balance driving with proactivity, and enjoy managing multiple parallel workflows. You are happy working independently as well as in a group. Important qualities are good communication skills and willingness to collaborate and create good relationships with people at all levels. You are comfortable working with multiple stakeholders with diverse backgrounds and nationalities.

Application deadline is 21st of December and the first round interviews will start, at the earliest on 9th of January.

Uppsala Monitoring Centre (UMC) is a centre for international service and scientific research in the field of pharmacovigilance. We are the WHO Collaborating Centre for International Drug Monitoring, and manage the technical and operational aspects of the WHO Programme for International Drug Monitoring since 1978.

As an independent, non-profit foundation, we support the World Health Organization, regulatory authorities, and other stakeholders who share our vision of advancing medicines safety. Through research and development of new scientific methods, we explore the benefits and harms of medicines for patients, and offer products and services used by health authorities and the pharmaceutical industry worldwide.

UMC follows the collective agreements between the Swedish Agency for Government Employers and Saco-S and ST. Union representatives are Malin Zaar (Saco-S) and Jessica Avasol (ST), +46 (0)18-65 60 60.