TEAM ASSISTANT (SECRETARY) (HQ/14/DGD/FT108)

27 September 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/DGD/FT108
 
Title: Team Assistant (Secretary)
 
Grade: G5
 
Contract type: Fixed-term Appointment
 
Duration of contract:  1 year
 
Date: 4 March 2014
 
Application Deadline: 25 March 2014 Vacancy Notice Cancelled
 
Duty Station:  Geneva, Switzerland
 
Organization unit: HQ/DGD Offices under the Director-General (HQ/DGD) /
HQ/ODG Office of the Director-General (HQ/ODG)
 
OBJECTIVES OF THE PROGRAMME :
The role of the HQ Board of Appeal is to offer a formal venue to review appeals of administrative decisions and to provide staff members with a mechanism for ensuring that decisions affecting their employment status are taken by the Organization in full knowledge of all relevant facts and in compliance with the Organization's rules, regulations, policies and procedures. In addition, the Board may provide general recommendations to the Director-General on how to improve internal processes and procedures as to avoid future appeals.
Description of duties:
The work of the incumbent focuses principally on the case handling aspect of the Secretariat's work. In this area, the incumbent is responsible for the following duties:

GENERAL
Analyses all incoming documents/matters in the light of background material, instructions, Staff Rules and Regulations, Policies and precedents; researches and attaches background documentation in anticipation of Executive Secretary's questions and information needs; identifies and highlights any items in both incoming and background documentation area requiring particular attention from the Executive Secretary,or points to be taken into consideration in the documents to be prepared by the Executive Secretary or the other responsible officers of the HBA Secretariat.
Drafts routine and procedural correspondence on own initiative in appeal cases, prepares (including checking documents for completeness and accuracy) more technical correspondence upon instructions from the Executive Secretary or the other responsible officers of the HBA Secretariat on non-routine issues for submission to the responsible officer, and follows up as necessary.
- Tracks and follows-up on deadlines, especially relating to internal and external correspondence, internal and external meetings, and other significant events, by preparing on a weekly basis a "feuille de route" setting the status and actions to be taken by HBA team members in respect of all cases and ensuring that administrative procedures and timeframes have been respected by all parties to the appeal process (Appellant, Administration, HBA team members);
Screens and receives visitors/telephone calls as necessary with tact and discretion, making appropriate appointments or redirecting visitors/callers as necessary, providing background information concerning purpose of appointments with visitors/staff members. Provides oral and/or written response in English and French to Appellants, the Administration, WHO Regional Boards and Legal Counsels relating to HBA issues in a professional and objective manner maintaining strict confidentiality.
In consultation with the responsible individual in Human Resources Department/ HR Management, Policy and Administration of Justice, acts as a focal point for the HBA for the preparation of appeal statistics (general, case based and timelines);

INFORMATION MANAGEMENT
In close collaboration with other support staff, the incumbent ensures that all clerical tasks relating to appeal cases and files are carried out in a timely and efficient manner; Oversees the creation and/or maintenance of filing systems for appeal cases and files; ensures that the filing system contains up to date information and responds to the team's requirement in terms of confidentiality, usefulness and efficiency.
Obtains documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.
Participates in the maintenance and update of the HBA database (access, excel, datacol) on case history and progress.

MEETING ADMINISTRATION
In close collaboration with other support staff and in collaboration with the Executive Secretary or other responsible officers, organizes and/or provides support in all requirements for briefings and related materials for all meetings including the Annual General Meeting, WHO Boards of Appeal Training workshops, appeal cases Board panels' meetings and/or hearings, checking file documentation for duplication and chronological accuracy, preparing background documentation and case chronologies as and when required and attending meetings to take notes and prepare minutes and records; sends out invitations to participants; requests visas to the Swiss Embassy for Regional staff members when required; requests catering services; liaises with the security and meeting badges; prepares nameplates; assists in the preparation of the AGM booklet and information to be distributed during the meeting.

OTHER DUTIES
Performs any other duties within the HBA Secretariat including ad hoc assignments as determined by the Executive Secretary.



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.

WHO Competencies:

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

Desirable:
Relevant experience in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.
Languages:
Excellent knowledge of English and French required.
Additional Information:
A written test may be used for screening purposes.

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 75093 at single rate
N/A 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: 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.

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 Notice Cancelled

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.