ASSISTANT (HQ/14/GMG/FT425)

29 May 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/GMG/FT425
 
Title: Assistant
 
Grade: G5
 
Contract type: Fixed-term Appointment
 
Duration of contract:  One year renewable, subject to satisfactory performance and continuing need for the post
 
Date: 14 August 2014
 
Application Deadline: 26 August 2014 Vacancy Filled
 
Duty Station:  Geneva, Switzerland
 
Organization unit: HQ/GMG General Management (HQ/GMG) /
HQ/HRD Human Resources Management (HQ/HRD)
 
OBJECTIVES OF THE PROGRAMME :
The Department, Human Resources Management (HRD) is responsible for providing a sound, well managed, responsive and efficient Organization-wide Human Resources Management strategy and global HR advisory services which support the work of WHO and its Member States, encompassing, but not limited to: HR Policy Development, Organizational Design and Job Classification, Talent Management (including Succession Planning, Global staffing, Career Development and Training, Rotation and Mobility), application of the UN Common system's Compensation and Benefits, HR Legal Advisory Services, Administration of Justice, Global Staff/Management relations, representation of WHO in inter-agency UN Common System HR initiatives.
Description of duties:
GENERAL
Oversee and monitor the information flow of the offices of the Director, HRD and of Coordinator, HR Policy, Administration of Justice (HPJ), screening, sorting, analysing and identifying areas requiring action by the Director or the Coordinator.
Ensure effective and timely follow-up on requests for information, briefings and other actions, emanating from the office of the Director or the Coordinator, liaising with units/teams, as appropriate.
Receive visitors and telephone calls with tact and discretion, and act 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 and Coordinator's respective agendas and calendars by scheduling meetings and/or rescheduling owing to disruption by unforeseen events, redirect visitors and callers as necessary.
Disseminate information on administrative procedures to General Services (GS) staff in the HRD department and HPJ team and assist staff 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 timely completion with Performance Management annual exercises, as required.
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 AND FINANCE
Upon request of the Director's Office, assist in the monitoring and follow-up on financial and budgetary matters for the team or department, as well as monitor projects and tasks in the GSM/Oracle system and work plan.

INFORMATION MANAGEMENT
In close collaboration with other support staff, create and/or maintain filing systems; continually review 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 the Assistant Director-General (ADG) to ensure they are logically compiled, formatted and assembled to facilitate the work of the Director, HRD and Coordinator, HPJ.

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 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/departmental meetings, according to schedules and needs.
Take minutes and follow-up on action points to ensure timely response to the requests of the Director.
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 the General Management System (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.

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 an asset.
Experience in Oracle-based or other ERP systems an asset.
Languages:
Expert knowledge of English and 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.

This vacancy notice is published in English only.
Annual salary: (Net of tax)
CHF 75093 at single rate
CHF 75093 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 Filled

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