SECRETARY (HQ/13/OSS/TA109)

28 May 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/13/OSS/TA109
 
Title: Secretary
 
Grade: G4
 
Contract type: Temporary appointment
 
Duration of contract:  6 months
 
Date: 18 October 2013
 
Application Deadline: 8 November 2013 Vacancy Filled
 
Duty Station:  Geneva, Switzerland
 
Organization unit:
 
OBJECTIVES OF THE PROGRAMME :
A sound, well managed, responsive and efficient organization-wide Human Resources Management strategy and service delivery which support the work of WHO and its member states, encompassing, but not limited to: HR Policy Development and Planning, Organizational Design and Job Classification, Talent Management (including Succession Planning, Recruitment, Career Development, Rotation and Mobility), Organizational Diversity, Conditions of Service, Compensation and Benefits, Staff Development and Learning, HR Legal Advisory Services, Administration of Justice, HR Administrative Review, Global Staff/Management relations, representation of WHO and influencing of inter-agency HR Common System initiatives, as well as the provision of global advisory services to management and staff. Within HRD, the Health and Medical Service (HMS) develops and implements health policies to protect and promote staff health and advises management on measures to ensure a safe and healthy work environment at all levels of WHO as well as IARC, ICC, and UNAIDS. HMS provides preventive medical and psychosocial care, first aid and emergency care for staff and acts as medical adviser on staff insurance and disability matters.
Description of duties:
1. Reception and telephone: 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;

2. Make appointments for physicians at the request of staff members or call staff members for appointments at the request of physicians), manage the laboratory assistant's appointments in his/her absence;

3. Administrative management of medical examinations. Prepare files: provide reception for entry, periodic and separation examinations. Check the examinations are complete (request missing elements where necessary). Record information in the Medical Service database Chimed/Preventiel, create new files if necessary and retrieve files to insert incoming correspondence and transmit to physicians;

4. Messages and emails: The incumbent sorts and processes correspondence as it is received, or subsequently after referral to a physician;

5. Management of requests for certification of medical fitness: Prepare the medical files of the persons concerned, refer them to the physicians for medical opinion. Transcribe and/or edit correspondence addressed to examining physicians requesting additional examinations or reports (correspondence in French and English); Input medical opinions into the Medical Service database. Notify and transmit certifications of medical fitness on a daily basis by correspondence or e-mail to the human resources departments at headquarters and in the regions;

6. Support to the administrative management of medical evacuations: Receive reports on requests for evacuation. Helps in preparing and submitting files to physicians on an emergency basis. Upon request, transmit the medical recommendation to headquarters and the field;

7. Administrative support for miscellaneous health promotion activities;

8. Filing of electronic and paper documents;

9. Any other duty required for the smooth operation of the service. When necessary, replacing other colleagues to ensure the continuity and smooth operation of the Medical Service.
REQUIRED QUALIFICATIONS
Education:
Essential
Completion of secondary education. Knowledge of basic medical vocabulary.
Desirable
Secretarial training.
Skills:
Necessary skills and knowledge include knowledge of IT applications and medical/administrative procedures; Awareness of the changes taking place in the WHO Medical Service; Communication skills and skills related to provision of customer service.
WHO Competencies:
1. Communicating in a credible and effective way
2. Producing results
3. Fostering integration and teamwork
4. Moving forward in a changing environment.
Experience:
Essential
At least 3 years of experience as a secretary, preferably in the medical field, including at least 2 years in a company medical service or a medical service in the United Nations system.
Desirable
Experience in an environment where confidentiality and discretion are a priority.
Languages:
Expert knowledge of English and French are required.
Additional Information:
Priority will be given to internal candidates. 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. 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 68'611 at single rate

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.

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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