TECHNICAL ASSISTANT (HQ/12/HQ/FT454)

1 July 2016
 
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The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No: HQ/12/HQ/FT454
 
Title: Technical Assistant
 
Grade: G5
 
Contract type: Fixed-term Appointment
 
Duration of contract:  1 year
 
Date: 7 December 2012
 
Application Deadline: 11 December 2012 Vacancy Filled
 
Duty Station:  Geneva, Switzerland
 
Organization unit: HQ Headquarters (HQ) /
HQ/HTM HIV/AIDS, TB and Neglected Tropical Diseases (HQ/HTM)
UNITAID International drug purchase facility
 
OBJECTIVES OF THE PROGRAMME :
UNITAID's mission is to contribute to the scale-up of access to treatment for HIV/AIDs, malaria and tuberculosis for people in developing countries by leveraging price reductions for quality drugs and diagnostics and accelerating the pace at which they are made available.
Description of duties:
Strategy & Planning
Assist the Strategy & Planning Officer in the preparation and implementation of strategic and planning processes including monitoring:
- in identifying and improving appropriate tools for organizational planning and operational efficiency;
- in the establishment, monitoring and evaluation of planning mechanisms;
- in the monitoring and progress review of projects and tasks in the GSM work plan;
- in overall organizational performance and management;
- in disseminating the workplan and planning process to all concerned.
Governing Bodies
Assist the Board Relations Officer:
- in the preparation and organization of UNITAID Executive Board meetings, conferences and events, document production and travel arrangements, in collaboration with the Board Assistant;
- in managing timetable and calendar of the Board Relations Officer;
- in handling duties of sensitive and diplomatic nature in the interactions with high level officials, dignitaries and members of board;
- to prepare Notes Verbales, compilation of topics, including drafting correspondence and official letters formal or non-technical nature in English, French or other official language, as appropriate.
General
- provide secretariat, administrative and clerical support to both the Strategy & Planning and Board Relations Officers;
- receive visitors and telephone calls with tact and discretion, and acts according to the nature and urgency of each, including redirecting as appropriate;
- provide background information for appointments with official visitors and/or staff members;
- monitor requests for goods and services, including receipt, payment and inventory requirements.
Correspondence
- draft general or administrative correspondence on own initiative or on the basis of instructions;
- finalize correspondence/reports for signature/clearance;
- verify that outgoing correspondence is presented in accordance with WHO and UNITAID styles and checking language, grammar and accuracy prior to submitting for signature and clearance;
- analyze all incoming correspondence and documents: request instructions where needed, identify areas requiring action by professional staff drawing their attention to specific items and redirect where appropriate;
- using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.
Meeting Administration
- arrange and organize administrative preparation for meetings, seminars, workshops, including letters of invitation, costs calculation and travel requests in coordination with the EB Assistant where appropriate;
- assisting with preparation of documents, dispatching of materials and liaising with participants and others involved;
- prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions;
- schedule weekly team and ad hoc meetings, according to schedules and needs;
- taking and preparation of minutes;
- obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team's professional staff, checking their availability and ensuring they have the appropriate briefing files and documents.
Travel
Using GSM/Oracle, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files and deal with other related matters as required.
Other duties
Perform other related duties as required or instructed by both the Strategy & Planning and Board Relations Officers, including providing support to other areas of work in the Executive Director Office.
REQUIRED QUALIFICATIONS
Education:
Essential
Completion of secondary school education or equivalent.
Desirable
Additional relevant higher education. Diploma, certificate, or alike in project Management/Management Degree.
Skills:
The incumbent maintains and updates proficiency in the use of modern office technology through of
in-house courses, on-the-job training or self-training. He/she keeps a breast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief others and explain procedures. Proficiency in the use of standard office software such as MS Word, Power Point, Excel, Internet etc. Formal or self-training in the use of standard office software. Work requires the use of word processing facilities to create, edit, format and print correspondence and documents; spreadsheet and visual presentation software; extensive use of e-mail and scheduling software to improve communications both internally and externally, Oracle/GSM for administrative matters.
WHO Competencies
*1. Producing results
*2. Knowing and managing yourself
*3. Fostering integration and teamwork
4. Moving forward in a changing environment.
Experience:
Essential
At least 5 years of relevant practical experience, including a minimum of 3 years in assisting with
project planning, monitoring and reporting. Experience working with planning, programme
management using plannng tools and evaluation methods.
Desirable
Experience in oracle based or other ERP systems. Experience in administrative support positions
related to the fight against HIV/TB & Malaria, to have sound knowledge of its technical challenges. Proven experience in the organization of official meetings with delegations.
Languages:
Excellent knowledge of English and French required.
Additional Information:
A written test may be used for screening purposes. Other similar positions at the same level may be filled from this vacancy notice. This vacancy is published in English only. The following priority order will be observed in the screening of candidates: 1. WHO staff members (Continuing, Fixed-term and Temporary appointments), 2. External candidates. This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of each office.
As a WHO staff member assigned solely and exclusively to support UNITAID, selected staff will have no right of reassignment or transfer outside UNITAID either during or at the end of his/her appointment, including pursuant to WHO Staff Rule 1050. (This does not apply to WHO fixed-term staff members reassigned from a non-Partnership position).
Annual salary: (Net of tax)
USD 75 093 at single rate
USD 75 093 with primary dependants

This vacancy notice may be used to fill other similar positions at the same grade level.

A written test and interviews may be used as a form of screening

Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.

Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.

Vacancy Filled

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