ASSISTANT (COORDINATOR) (HQ/14/HQ/FT80)

28 June 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/HQ/FT80
 
Title: Assistant (Coordinator)
 
Grade: G5
 
Contract type: Fixed-term Appointment
 
Duration of contract:  1 year
 
Date: 18 February 2014
 
Application Deadline: 11 March 2014 Vacancy Filled
 
Duty Station:  Geneva, Switzerland
 
Organization unit: HQ Headquarters (HQ) /
HQ/HTM HIV/AIDS, TB and Neglected Tropical Diseases (HQ/HTM)
NTD Control of Neglected Tropical Diseases
 
OBJECTIVES OF THE PROGRAMME :
Within the HIV, TB, Malaria and Neglected Tropical Diseases (HTM) Cluster, the objectives of the Department of Control of Neglected Tropical Diseases (NTD) are to reduce the negative impact of endemic tropical diseases through the prevention, control, elimination and eradication of selected endemic tropical diseases, as specified in the WHO NTD Road Map "Accelerating work to overcome the Global Impact of Neglected Tropical Diseases: a roadmap for implementation (2012) ". Within the PCT Unit, preventive chemotherapy aims at optimizing the large-scale use of safe, single-dose medicines as a major public health strategy for the control or elimination of four NTDs (lymphatic filariasis, onchocerciasis, schistosomiasis, and soil-transmitted helminthiases). Additionally, a key component of the SAFE strategy against trachoma _ the large-scale administration of azithromycin _ is amenable to close coordination with preventive chemotherapy interventions targeted at helminthiases.
Description of duties:
GENERAL
- Oversee and monitor the information flow of the office of the Coordinator or Director, screening, sorting, analysing and identifying areas requiring action by the Coordinator or Director;
- Ensure effective and timely follow up on requests for information, briefings and other actions, emanating from the office of the Coordinator or Director, liaising with units/teams, 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 Director's agenda and calendar by scheduling meetings and/or rescheduling owing to disruption by unforeseen events, redirects visitors and callers as necessary;
- Disseminate information on administrative procedures to GS staff in the team/department and assist staff of in adhering to WHO administrative procedures;
- Monitor requests for goods and services, including receipt, payment and inventory requirements;
- Coordinate and monitor office space requirements in liaison with relevant units as required.

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.

HUMAN RESOURCES
- Ensure the timely appointment/renewal of contracts, initiating requests for temporary and fixed-term staff in the HR Action Plan;
- Monitor leave and attendance records, as required;
- Act as White Pages administrator, as required.

PROCUREMENT
- 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.

BUDGET & FINANCE
- Assists in the monitoring and progress review of projects and tasks in the GSM/Oracle work plan;
- Provides Coordinator/Director with timely budget information on project and task budget ceilings, award budgets, expenditure, and funds available, as required;
- Monitors income and expenditures for planning purposes;
- Promptly follows-up on financial, budgetary and any outstanding issues concerning the team/department, including ensuring timely processing of committal documents;
- Assists in the preparation of financial and technical progress reports to donors.

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;
- Coordinate compilation of technical documents requested of and provided by professional staff, other Departments or Programmes or ADG to ensure they are logically compiled, formatted and assembled to facilitate the work of the Coordinator/Director.

MEETING ADMINISTRATION
- 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;
- Assist 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/departmental meetings, according to schedules and need; taking minutes and following up on action points to ensure timely response to the requests of the Director 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. 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; e-mail and scheduling software to improve communications both internally and externally; Oracle/GSM for administrative matters.

WHO Competencies:
1. Knowing and managing yourself
2. Producing results
3. Fostering integration and teamwork
4. Moving forward in a changing environment.
Experience:
Essential:
At least 5 years of relevant experience.

Desirable:
Experience in administrative support positions in WHO or another UN agency. Experience in Oracle-based or other ERP systems.
Languages:
Expert knowledge of English or French with intermediate knowledge of the other is required. Beginners knowledge of another UN language woud be an asset.
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. 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 75093 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

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.
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