18 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/14/PEC/FT195
Title: Assistant to ADG
Grade: G6
Contract type: Fixed-term Appointment
Duration of contract:  1 year
Date: 17 April 2014
Application Deadline: 8 May 2014 Vacancy declared unsuccessful
Duty Station:  Geneva, Switzerland
Organization unit: HQ/PEC Polio, Emergencies and Country Collaboration (HQ/PEC) /
HQ/PEA PEC ADGO Office of the Assistant DG (HQ/PEA)
The primary objective of the Polio, Emergencies and Country Collaboration (PEC) Cluster is to support WHO regional offices in their work to improve country-level outcomes. The work of the cluster encompasses policy and strategy development, monitoring and evaluation, advocacy and resource mobilization, resource management, and direct Regional and country support, particularly in the areas of polio eradication, emergency risk management, and humanitarian response. The cluster strategy facilitates the sharing of best practices in optimizing country and Regional support, achieving efficiencies in major enabling functions for processes that cross-cut all levels of the organization (e.g. resource management, advocacy) and, where appropriate and feasible, directly collaborating to ensure common operating procedures, share intelligence and provide cross-programme support (e.g. at field level in acute emergencies).
Description of duties:
- Ensure the smooth running of the ADG office in close collaboration with other administrative staff in the Cluster through the efficient provision of secretarial and administrative support to the ADGO.
- Draft general or administrative correspondence on own initiative for the ADG's signature and more technical correspondence according to instructions given by the ADG, ensuring that correspondence/documents submitted for the ADG's clearance/signature are prepared according to WHO rules, practices and procedures, redrafting/correcting and returning to departments/programmes for action as necessary.
- Analyse incoming matters in the light of background material, instructions, policies and precedents; research and attach background documentation in anticipation of ADG's questions and information needs;
- Coordinate presentations to ADG of all documents requested of and provided by departments/programmes under his/her responsibility by ensuring that all such documents are logically compiled, formatted and assembled in a manner which facilitates the work of the ADG.
- Create, maintain, update and monitor access to specific ADG's files and reference systems, ensuring accurate and appropriate filing of confidential and sensitive information.
- Screen and receive visitors/telephone calls with tact and discretion, make appointments, redirect visitors/callers as necessary;
- Provide background information concerning purpose of appointments with official visitors and/or staff members;
- Re-arrange schedules disrupted by unexpected events.
- Manage smooth operation of ADG's daily agenda, arranging visits with Permanent Missions, high-level dignitaries and delegations from other UN agencies and/or WHO Partners, etc, observing appropriate protocol and exercising tact and discretion;
- Contact cluster programms to obtain information and/or request preparation of speeches, briefings etc; coordinate support services for conferences and meetings, monitoring progress of required documentation/information, and coordinating related logistic requirements;
- For internal meetings organized by the ADG, prepare agenda and list of participants, ensure that documentation and briefing files are prepared in due time, and attend meetings to take notes and prepare minutes when required.
-Ensure necessary administrative arrangements and briefings for staff and non staff ( i.e. consultants, APWs, etc) assigned to the ADG' office and as required:
- Initiate related actions through GSM.
- Manage and organize all duty travels for the ADG and staff assigned to his/her office.
For Governing Bodies meetings, monitor preparation and ensure timely and accurate submission to Governing Bodies of specific documents tabled for EB and WHA discussions and resulting resolutions, liaising with departments/teams, Governing Bodies and Permanent Missions, as requested; compile comprehensive files and background documentation, highlighting main points.
Completion of secondary school education or equivalent commercial school.

Higher education an advantage.
Incumbent must have the ability to exercise discretion at all times in judging the importance, urgency and confidential nature of matters/problems, and tact in dealing with persons of all nationalities.

Work requires a constant keeping up-to-date with new/changing administrative procedures and regulations through the study of information notes, manual updates, IT courses, in-house training, self-training packages etc. particularly in the area of modern technologies; to attend meetings to discuss the implications of proposed administrative changes.

WHO competencies:
Ensuring the effective use of resources
Producing results
Communicating in a credible and effective way
Fostering integration and teamwork
Moving forward in a changing environment
At least 8 years of experience in secretarial or administrative positions with several years experience in a senior secretarial/administrative position in WHO or other UN organization.

Sound knowledge of WHO administrative rules, regulations, procedures and practices, and of its structure is highly desirable.
Excellent knowledge of English, intermediate knowledge of French.
Additional Information:
This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of each office.
Other similar positions at the same level may be filled from this vacancy notice.
A written test may form part of the screening process.
This Vacancy Notice is published in English only.
Annual salary: (Net of tax)
CHF 82248 at single rate
CHF 82248 with primary dependants

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: 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 declared unsuccessful

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