ASSISTANT (HQ/14/HQ/TA77)

24 September 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/HQ/TA77
 
Title: Assistant
 
Grade: G5
 
Contract type: Temporary appointment
 
Duration of contract:  1 year
 
Date: 24 June 2014
 
Application Deadline: 15 July 2014 Vacancy Filled
 
Duty Station:  Geneva, Switzerland
 
Organization unit: HQ Headquarters (HQ) /
HQ/HTM HIV/AIDS, TB and Neglected Tropical Diseases (HQ/HTM)
UT/UTD UNITAID International drug purchase facility
 
OBJECTIVES OF THE PROGRAMME :
UNITAID's mission is to contribute to the scale-up of access to treatment for HIV/AIDS, malaria and tuberculosis for people in developing countries by leveraging price reductions for quality drugs and diagnostics and accelerating the pace at which they are made available.
Description of duties:
PROJECT MANAGEMENT

1. Provide administrative support to operations team including filing, disbursement, external and internal communication, grantee meetings, data entry, and other activities;
2. Assist in coordinating the collection, review and assessment of project reports, progress and annual reports submitted by UNITAID partners;
3. Support the administrative management of the Project Information System. Preparation and distribution (to UNITAID teams and managers as necessary) of relevant UNITAID projects implementation reports required in order to keep teams informed;
4. Provide assistance to project planning and proposal drafting with support to Monitoring & Evaluation system (UNIPRO);
5. Organize the structure and maintenance of the UNITAID Secretariat documents and information storage, ensuring appropriate record keeping, cross-referencing with UNITAID teams, ensuring that all technical documents are available, and controlling access to confidential documents, and obtaining relevant documents as required;
6. Maintain UNITAID Key performance indicators database and results-based management systems, including periodic reviews and updates as needed;
7. Ensure organizational standards and consistency of UNITAID technical reports and documents before they are submitted for clearance/signature.

MEETING ADMINISTRATION

8. Arrange, organize and lead administrative preparation for meetings, seminars, workshops, including letters of invitation, costs calculation and travel requests; assisting with preparation of documents, dispatching of materials and liaising with participants and others involved;
9. Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions;
10. 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.

ADMINISTRATIVE AND SECRETARIAL DUTIES

11. Support for Request for Proposal, prepare contracts of various types, Letters of Agreement, monitoring their completion and payment, liaising with the Assistants to the Executive Director's office as appropriate;
12. Handle administrative preparations for duty travel, including flight and hotel reservations, visas, etc;
13. Ensure that target dates and deadlines are met, reminding colleagues of such, that correspondence and queries are responded to in a timely manner, as well as verifying that outgoing correspondence is presented in accordance to WHO and the department style and checking language, grammar and accuracy prior to submitting for signature and clearance as appropriate;
14. 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 supervisors' needs, or redirecting them as appropriate; to identify and highlight incoming documents and background information, areas requiring action by professional staff, drawing their attention to specific items;
15. Request information from departmental and cluster staff, from other clusters, programmes, agencies and institutions to facilitate action for UNITAD programmes;
16. Perform other related duties as required or instructed, including providing secretarial support to other areas of work and teams as necessary.
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 in-house courses, on-the-job training and/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; extensive use of 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, including some years in administration supporting project management.

Desirable:
Relevant experience in WHO or another UN Agency. Experience in Oracle-based or other ERP systems.
Languages:
Expert knowledge of English and intermediate knowledge of French are required.
Additional Information:
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. As a WHO staff member assigned solely and exclusively to support UNITAID, selected staff will have no right of reassignment or transfer outside UNITAID either during or at the end of his/her appointment, including pursuant to WHO Staff Rule 1050. (This does not apply to WHO fixed-term staff members reassigned from a non-Partnership position).
Annual salary: (Net of tax)
CHF 75'093.- 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.

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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