26 September 2017
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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/13/HTM/FT177
Title: Secretary
Grade: G4
Contract type: Fixed-term Appointment
Duration of contract:  1 year
Date: 8 May 2013
Application Deadline: 29 May 2013 Vacancy Filled
Duty Station:  Geneva, Switzerland
Organization unit: HQ/HTM HIV/AIDS, TB and Neglected Tropical Diseases (HQ/HTM) /
The WHO Programme on HIV is guided by the Global Health Strategy on HIV/AIDS 2011 - 2015. Its goals, consistent with Getting to Zero: UNAIDS Strategy 2011 - 2015 and international commitments, are to achieve universal access to prevention, diagnosis, treatment and care interventions for all in need, and to contribute to achieving health-related Millenium Development Goals (MDGs) and their associated targets by 2015. The objective of the Department of HIV is to lead an effective, organization wide HIV effort to support Member State in the implementation of the Strategy. The Department of HIV provides technical and strategic leadership in key technical areas, and leverages the capacity of other HQ Departments to contribute to the broader HIV programme. The Department of HIV works closely with Regional Offices to maximize WHO's impact in countries. The immediate strategic objective of the "Treatment and Care" Unit focuses on Strategic Directions 1: "Optimize HIV prevention, diagnosis, treatment and care outcomes" and 2: Leverage broader health outcomes through HIV responses. In these areas, the Unit takes technical leadership in integrating and improving HIV-specific interventions and in strengthening the collaboration between HIV and other related health programmes. The Unit will work closely with other Departments to ensure adequate work related to broader HIV relevant treatment and care.
Description of duties:
1. Receive, screen, track and distribute incoming correspondence, attaching background information or related file, and forwarding to the staff concerned, drawing their attention to specific issues/problems as necessary.
2. Draft replies to general and administrative correspondence on the basis of instructions or on own initiative, and finalize such correspondence.
3. Using GSM, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.
4. Initiate, through Oracle/GSM procurement module, contracts for consultants, Agreements for Performance of Work (APW), Technical Services Agreements (TSA), and General External Services requests (GES). Monitor and record receipt of deliverables, and initiate and monitor payments as needed. Initiate, through Oracle/GSM procurement module, requisitions for goods procurement, and monitor and receipt of deliverables.
5. In collaboration with senior administrative support staff, monitor deadlines, reminding staff members of such and ensuring that correspondence and queries are responded to in a timely manner.
6. Type, edit for language and grammar, correct and format, in accordance with WHO and departmental styles, technical reports and documents, tabular materials and assist in preparing presentations.
7. Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.
8. Maintain filing systems, ensuring that all activities supported are traceable and accessible as required.
9. Screen and receive visitors and telephone calls with tact, discretion, making appointments, answering queries and/or redirecting visitors and callers with diplomacy and courtesy, obtaining background information on the purpose of appointments.
10. Support the organization of team and departmental meetings, workshops, seminars, etc, including the typing of lists of participants, preparation of travel requests, letters of invitation, files, presentations and slides, reservation of meeting rooms and hotel accommodation.
11. Replace other support staff as required.
12. Perform other related duties as required or instructed, including provision of support to other areas of work and teams within the department, as required.
Completion of secondary school education or equivalent.
WHO Competencies :
- Knowing and managing yourself
- Producing results
- Fosters integration and team work
At least 3 years of relevant experience.

Relevant experience in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.
English expert level required, French working level required or French expert level required, English working level required.
Additional Information:
This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of each office.

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.
Other similar positions at the same level may be filled from this vacancy notice.

A written test may form part of the screening process.

This Vacancy Notice is published in English only.

Annual salary: (Net of tax)
CHF 68,611 at single rate

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: 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.

WHO is committed to workforce diversity.
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

This vacancy is shown for viewing only. It is not currently open for applications
WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.