23 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/IER/FT467
Title: Administrative Assistant (Director's Office)
Grade: G6
Contract type: Fixed-term Appointment
Duration of contract:  12 months
Date: 30 October 2013
Application Deadline: 20 November 2013 Vacancy Filled
Duty Station:  Geneva, Switzerland
Organization unit:
KMS is a department in the Health Systems and Innovation cluster at the World Health Organization (WHO). The mission of the Department of Knowledge Management and Sharing (KMS), is to help bridge the know-do gap in health, through access to health information, knowledge translation and entrepreneurship, sharing experiential knowledge, and leveraging e-health.
Description of duties:
Under the supervision of the Director, the incumbent:
- Supports the financial management of KMS, including financial implementation monitoring, human resource planning and provision of regular financial analysis reports and recommendations to the Director.
- Ensures that expenditures comply with work plans, financial rules and regulations and award agreements; ensures that budgets are administered in accordance with applicable rules and guidelines.
- Supports operational planning and development of biennial activity and salary work plans and budgets, ensuring that work plans comply with organizational business rules.
- Supports award management in KMS, including budgeting, expenditure tracking and implementation reporting to donors.
- The incumbent also supports the preparation of proposals and budgets for funding requests or no cost extensions.
- Analyses and provides advice to the Director on planning, resources allocation and human resources management.
- Develops and maintains links with other administrative teams/departments at WHO Headquarters and Regional Offices and keeps abreast of new developments/requirements from General Management and/or ADGO, ensuring the implementation of new policies/guidelines. Identifies possible improvements or adaptations to the administrative systems within KMS and implements them as appropriate through advice to staff.
- Provides input to corporate administrative reviews and other efforts to improve WHO administration as appropriate.
- Oversees the organization of large-scale high-level global meetings relating to KMS and coordinates logistics for off-site meetings.
- Provides advice and guidance to all KMS staff on administrative procedures, notably in GSM.
- Provides briefing and training to general service staff on WHO procedures and guidelines to carry out their duties.
- Coordinates office space for KMS staff.
- Coordinates general service support in the Department, ensuring that timely and appropriate secretarial assistance is provided to the Director and other staff as needed.
- Within the competencies, carries out other duties as assigned.
Essential: Completion of secondary school education or its equivalent.
Desirable: Higher education in accounting, administration or management an asset.
Work requires keeping up-to-date with new/changing procedures and regulations through the study of information circulars, updates to the WHO Manual and HR e-guide. To attend when appropriate, in-house courses or use self-training packages to maintain skills, particularly in the area of information technology. Maintain knowledge of the principles and practices of accounting and financial management through continued learning. Ability to deal patiently and tactfully with people of different nationalities and cultural backgrounds, and to address sensitive, difficult and confidential issues discretely. Professionalism, strong sense of initiative and good judgment.
WHO Competencies:
1. Moving forward in a changing environment,
2. Fostering integration and teamwork,
3. Knowing and managing yourself, and
4. Producing results,
Essential: At least 8 years of relevant experience in administrative and financial management contexts in an international or large-sized organization, including at least five years in the area of operational planning and work plan and financial/human resources management, and development of financial management reports for internal and external use. Experience in coordinating administrative issues at team and/or Departmental level. Experience in drafting reports and high-level communications in English. Experience in handling large volumes of detailed work quickly and accurately under time constraints.
Desirable: Experience in administrative support functions at WHO an asset, in order to have a sound knowledge of its practices and procedures.
Excellent knowledge of English and French required. Intermediate knowledge of Spanish desirable.
Additional Information:
The following priority order will be observed in the screening of candidates: 1. WHO staff members (Continuing, Fixed-term and Temporary appointments), and 2. External candidates.

Other similar positions at the same grade 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.82,248 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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