19 October 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/HSS/TA61
Title: Assistant (Team)
Grade: G5
Contract type: Temporary appointment
Duration of contract:  12 months
Date: 28 May 2013
Application Deadline: 18 June 2013 Vacancy Filled
Duty Station:  Geneva, Switzerland
Organization unit:
The mission of the Department of Health Systems Financing is to work with countries to foster the development of equitable, efficient and sustainable health financing systems with the goal of universal coverage, to be achieved through capacity building, development of tools, generation of information and policy support to countries. The Coordination Desk of the P4H - Social Health Protection Network is based in the Director's office. Its role is to support the coordination between the different P4H network members (Germany, France, Spain, Switzerland, ILO, World Bank, African Development Bank and WHO) for a more coherent response to country requests for
technical support to health financing and social health protection/universal health coverage. In line with the principles of the Paris Declaration and Busan Partnership, the functions of the P4H Coordination Desk (P4H CD) are to support and facilitate the coordination of country support provided by P4H; the development, functioning and expansion of P4H; and advocacy and communication in line with the purpose and objectives of P4H.
Description of duties:
The incumbent provides secretarial support to a number of staff in the above-mentioned work area of the Department. The duties and responsibilities include:
1. To ensure the smooth flow of work as related to secretarial and administrative activities, coordinating actions with other support staff assigned to the team in consultation and close collaboration with the P4H CD professional staff;
2. To follow-up on and ensure that target dates and deadlines are met, reminding colleagues of such, that correspondence and queries are responded to in a timely manner;
3. Verify that outgoing correspondence is presented in accordance with WHO and the department style and checking language, grammar and accuracy prior to submitting for signature and clearance as appropriate;
4. To ensure that technical reports and documents are in line with WHO standards, rules, practices and procedures, redrafting, editing and correcting them as necessary prior to their submission for the signature or clearance of the team coordinator and/or the Department Director or other responsible staff;
5. To perform secretarial duties, including administrative follow-up on travel arrangements of office staff, to draft general or administrative correspondence on own initiative or on the basis of instructions, to finalize correspondence/reports for signature/clearance, to prepare contracts, Letters of Agreement, monitoring their completion and payment, liaising with the Office of the Director, as appropriate, to analyse incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of the responsible officer's needs, or redirecting them as appropriate;
6. To prepare and manage web/phone conferences of the P4H network;
7. To assist with reviewing and updating the P4H Intranet, including the creation and maintenance of Intranet webpages, the establishment and maintenance of contact lists, filing of documents, posting of events and messages on behalf of the P4H CD;
8. To identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items;
9. Follow-up on financial and budgetary issues concerning the P4H CD, including that payments are ensured within time-limits;
10. In close collaboration with the CD professional staff, to maintain the team the filing system, updating/purging files in a timely manner, ensuring that all technical documents are available, and controlling access to confidential documents, and obtaining relevant documents as required;
11. To prepare presentations using Power Point and other software packages on own initiative or on the basis of instructions;
12. To support the organization of meetings, including draft agendas, list of participants, letters of invitation, ensuring that briefing and participants' files are properly established and readily available, ensuring that meeting rooms are reserved, that travel arrangements and reservations are processed in time, etc., to attend meetings to take notes and prepare minutes when required. During meetings, to provide or ensure that secretarial support is available, as necessary, to obtain briefing and back ground materials for meetings, seminars, workshops, etc., to be attended by concerned professional staff, checking their availability and ensuring that have the appropriate briefing files and documents;
13. To 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;
14. Using GSM or other online systems, to verify that documents concerning budget matters are correct, ensuring that expenditure codes are valid and funds available;
15. To perform other related duties as required or instructed, including providing secretarial support to other areas of work and teams as assigned.
Completion of secondary school education or equivalent. Additional relevant higher education would be an advantage.
The work requires the use of a series of software such word processing, presentation and graphics, to type, edit and print correspondence, documents, reports, tabular materials, presentations, etc., as well as basic IT skills for the maintenance and updating of the P4H Intranet and team filing system. Incumbent required to maintain and update proficiency in the use of modern office technology through in-house courses, on-the-job training and/or self-training. He/she keeps abreast in changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO.

WHO competencies:
1.Communicating in a credible and effective way
2. Knowing and managing yourself
3. Producing results

At least 5 years' of relevant practical experience outside and, preferably, within WHO. Experience in administrative support positions in WHO (in order to have a sound knowledge of its rules and regulations, procedures and practices) an asset. Proven experience in the organization of WHO official meetings an advantage.
Expert knowledge of English required and intermediate knowledge of French an asset.
Additional Information:
Other similar positions at the same level may be filled from this Vacancy Notice. This vacancy is published in English only.

Priority will be given to internal candidates.

This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of each office.
Annual salary: (Net of tax)
CHF 75,093 at single rate
CHF 101,149 with primary dependants

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

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

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