26 October 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/14/HSF/FT21
Title: Assistant
Grade: G5
Contract type: Fixed-term Appointment
Duration of contract:  12 months
Date: 21 January 2014
Application Deadline: 11 February 2014 Vacancy Filled
Duty Station:  Geneva, Switzerland
Organization unit:
The mission of the department of health systems governance and financing is to develop and/or sustain health financing systems that ensure access to needed health services while avoiding catastrophic expenditure and impoverishment of people as a result of seeking care. This will be achieved through policy support to countries, the development of tools and information to feed into the policy process, and appropriate capacity building.
Description of duties:
- Oversee and monitor the information flow of the office of the Coordinator, screening, sorting, analysing and identifying areas requiring action by the Coordinator.
- Ensure effective and timely follow-up on requests for information, briefings and other actions, emanating from the office of the Coordinator, liaising with other units/teams in, as appropriate.
- 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.
- Maintain Coordinator's agenda and calendar by scheduling meetings and/or rescheduling owing to disruption by unforeseen events, redirects visitors and callers as necessary.
- Monitor requests for goods and services, including receipt, payment and inventory requirements.
- Coordinate and monitor office space requirements.
- 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.
- 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; 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.
- Monitor leave and attendance records for the team.
- Act as White Pages administrator for the team.
- Initiate, through Oracle/GSM procurement module, contracts for consultants, Agreements for Performance of Work (APW), Technical Services Agreements (TSA), and General External Services (GES) requests. Monitor and record receipt of deliverables, and initiate and monitor payments as needed.
- Initiate, through Oracle/GSM procurement module, requisitions for goods procurement, and monitor and receipt of deliverables.
- 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.
- Coordinate compilation of technical documents requested of and provided by professional staff, other Departments or Programmes to ensure they are logically compiled, formatted and assembled to facilitate the work of the Coordinator.
- Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including: preparing event plans in GSM/Oracle, letters of invitation, cost estimates 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 team meetings, according to schedules and need; taking minutes and following up on action points to ensure timely response to the requests of the Coordinator 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.
- Coordinates the travel program of the team 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. Liaise with WHO Representatives (WRs) or Regional Officers (ROs) and other collaborators obtaining security and health clearances; request airport transfers.
- Perform other related duties as required or instructed, including providing support to other areas of work.
Essential: Completion of secondary school education or equivalent.
The incumbent maintains and updates proficiency in the use of modern office technology through 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.
WHO Competencies:
1. Knowing and managing yourself,
2. Producing results,
3. Fostering integration and teamwork, and
4. Moving forward in a changing environment.
Essential: At least 5 years of relevant experience.
Desirable: Experience in administrative support positions in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.
Essential: Expert knowledge of English or French with intermediate knowledge of the other language.
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.
Monthly salary: (Net of tax)
at single rate
CHF.6,257 with primary dependants

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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WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.