ASSISTANT (TEAM) (UNITAID/13/FT348)

8 December 2016
 
PDF/Print version
 
Returning applicants, please log in
Not registered? Register here
 
List of closed vacancies
 
Return to current vacancies list

The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No: UNITAID/13/FT348
 
Title: Assistant (team)
 
Grade: G5
 
Contract type: Fixed-term Appointment
 
Duration of contract:  1 year
 
Date: 22 August 2013
 
Application Deadline: 12 September 2013 Vacancy Filled
 
Duty Station:  Geneva, Switzerland
 
Organization unit: UT/UTC UNITAID Cluster (UT/UTC) /
UT/UTD UNITAID International drug purchase facility (UT/UTD)
 
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:
As Assistant, Team, the incumbent will ensure the smooth flow of work as related to administrative activities, coordinating actions with other support staff in the Executive Office team and in consultation and collaboration with the Assistant to the Director.

Summary of assigned duties:
GENERAL
- 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 department styles and checking language, grammar and accuracy prior to submitting for signature and clearance.
- Analyze 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; identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items.
- Ensure that technical reports and documents are in line with WHO standards, rules, practices and procedures, editing and correcting them as necessary prior to their submission for signature or clearance of relevant authority.
- 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.

PROCUREMENT
- 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.

INFORMATION MANAGEMENT
- In close collaboration with other support staff, create and/or maintain filing systems; continual review of filing system to ensure information is up to date and effectively and efficiently used.
- Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.

MEETING ADMINISTRATION
- Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including letters of invitation, costs calculation and travel requests; 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 need; 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 requested or on own initiative.

OTHER DUTIES
- Perform other related duties as required or instructed, including providing support to other areas of work.
REQUIRED QUALIFICATIONS
Education:
Essential:
Completion of secondary school education or equivalent.
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 abreast 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.

Other skills:
Work requires the use of word processing or other software packages, and standard office equipment.
Formal or self-training in the use of standard office software.
Training in Oracle-based or other ERP systems an asset.
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:
Knowing and managing yourself
Producing results
Fostering integration and teamwork
Moving forward in a changing environment
Experience:
Essential:
At least 5 years of relevant experience.

Desirable:
Relevant experience in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.
Languages:
Expert knowledge of English or French and intermediate knowledge of the other.
Beginner's knowledge of another WHO language an asset.
Additional Information:
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 post is subject to local recruitment and will be filled by persons recruited in the local commuting area of each office.
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 75093 at single rate
CHF 75093 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: 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.

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.