20 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/NMH/FT387
Title: Assistant to Director
Grade: G5
Contract type: Fixed-term Appointment
Duration of contract:  1 year
Date: 16 September 2013
Application Deadline: 7 October 2013 Vacancy Filled
Duty Station:  Kobe, Japan
Organization unit:
The WHO Centre for Health Development (WHO Kobe Centre) conducts research on health in
development with a focus on how social, economic, environmental and technological determinants
impact on health, particularly in the urban setting. WHO is taking a lead role in calling forpartnership to raise awareness of the health impacts associated with urbanization in order to invoke actions from countries to reduce health inequities in urban settings. The Centre contribute to the synthesis and uptake of global knowledge on health equity in urban settings through a knowledge network of researchers, practitioners and other stakeholders on urban health who are
committed to translating knowledge into action, policy and practice.
Description of duties:
- Analyze incoming correspondence and requests in the light of background material, instructions,
policies and precedents, research and obtain background information for Director's decision and
action, respond to enquiries with regard to the Director's Office;
- Receive and screen visitors and telephone calls with tact and discretion; schedule internal and external appointments, meetings, video- and teleconferences for Director's Office, and obtain background information from staff and external partners on the purpose of appointments and meetings;
- Based on the Director's instructions, and in line with WHO standards, rules, practices and procedures, draft correspondence and documents for approval, follow up as appropriate and request information from teams and staff to facilitate Director's action, ensuring deadlines are met in a timely manner;
- Review correspondence and documents submitted for the Director's approval, ensuring that documents are compiled in accordance with WHO policies, procedures and best practices, and presented in such manner which facilitates the Director's action, supporting the modifying of the correspondences and documents by originating teams and staff;
- Make, and follow up on, travel arrangements for Director's Office and visitors from HQ, and prepare visitors programme;
- Compile briefing and related materials in preparation for meetings; assist with preparation of presentations; contact staff to obtain information, take notes and prepare minutes as required;
- Prepare unofficial draft translations (English/Japanese) for Director's Office, including Director's messages for meetings and events;
- Organize meetings (e.g. Advisory Committee meeting, Programme Review Meeting with the
Kobe Group, etc.) and similar activities: including the preparation of meeting documents, meeting logistics, venue and reception arrangements, correspondence to meeting participants, travel support and assistance to meeting participants, finalization of meeting reports, etc;
- Prepare contracts and agreements, monitoring their completion and payment, liaising with administration as appropriate;
- Assist the Director's Office in implementing activities through the use of WHO management systems, in compliance with administrative procedures, ensuring that expenditure requests are valid and funds available;
- Organize and maintain the filing system in the Director's Office, ensure effective access to information, and control confidential documents;
- In Director's absence, and in coordination with the Acting Director, liaise with relevant staff to ensure the smooth running of the Director's Office;
- Assist senior professional staff acting for the Director during absences;
- Perform other related duties as required or instructed, including providing secretarial support to other areas of work and teams as assigned.
* Essential
Completion of secondary school or its equivalent technical or commercial school.
Additional relevant higher education would be an advantage.
Secretarial or administrative training. Training in GSM. Proficiency in the use of standard office
software such as MS Word, Power Point, Excel, Internet etc. Ability to work as team member and
under pressure. Good knowledge of local protocol. Ability to draft documents and correspondence
of a non-technical nature. Ability to exercise discretion and tact at all times.
*1. Communicating in a credible and effective way
*2. Producing results
*3. Respecting and promoting individual and cultural differences
* Essential
At least five years of relevant practical experience.
Experience in secretarial and administrative support positions in WHO an asset. Proven experience in the organization of WHO official meetings an advantage.
Expert knowledge of English and Japanese.
Additional Information:
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.
This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of Kobe.
Annual salary: (Net of tax)
Yen6,470,000 net pa at single rate 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

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