25 October 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/15/NMH/TA290
Title: Assistant to Team
Grade: G5
Contract type: Temporary appointment
Duration of contract:  1 year
Date: 24 November 2015
Application Deadline: 15 December 2015 Vacancy Filled
Duty Station:  Geneva, Switzerland
Organization unit: HQ/NMH Noncommunicable Diseases and Mental Health (HQ/NMH) /
HQ/NMA NMH ADGO Office of the Assistant DG (HQ/NMA)
HQ/GCM Global Coordination Mechanism Secretariat for NCDs (HQ/GCM)
The objectives of the Noncommunicable Diseases and Mental Health (NMH) Cluster are to advance public health efforts to control and prevent the spread of NCDs; to develop, promote and coordinate activities to support Member States in these areas; and to form and nurture alliances and partnerships to support the goals of the cluster, its areas of work, and the Organization.
The scope and purpose of the WHO GCM/NCD are to facilitate and enhance coordination of activities, multi-stakeholder engagement and action across sectors at the local, national, regional and global levels, in order to contribute to the implementation of the WHO Global NCD Action Plan 2013-2020, while avoiding duplication of efforts, using resources in an efficient and results-oriented way, and safeguarding WHO and public health from any undue influence by any form of real, perceived or potential conflicts of interest.
The Secretariat for the WHO GCM/NCD is organised as a separate unit within the Office of the Assistant Director-General/NMH.
Description of duties:
- 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.
- Monitor requests for goods and services, including receipt, payment and inventory requirements.

- 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.
- Use 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.

- Ensure the timely appointment/renewal of contracts, initiating requests for temporary and fixed-term staff in the HR Action Plan.

- Initiate, through Oracle/GSM procurement module, contracts for consultants, Agreements for Performance of Work (APW), Technical Services Agreements (TSA), and General External Services requests (GES). 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.

-Assist in the monitoring and progress review of projects and tasks in the GSM/Oracle work plan.
-Provide team members with timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required.
-Monitor income and expenditures for planning purposes.
-Promptly follow-up on financial, budgetary and any outstanding issues concerning the team/department, including ensuring timely processing of committal documents.
- Assist in the preparation of financial and technical progress reports to donors.

- 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.

- Arrange, coordinate 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.
- Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions.
- Schedule weekly team and ad hoc meetings, according to schedules and need; taking 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.

- 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.

- Perform other related duties as required or instructed, including providing support to other areas of work
Completion of secondary school education or equivalent.

In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: Some professional certificates may not appear in the WHED and these will be reviewed individually.
The incumbent maintains and updates proficiency in the use of modern office technology through 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.

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

Relevant experience in WHO or another UN agency an asset.
Experience in Oracle-based or other ERP systems an asset.
Expert knowlege of English and intermediate knowledge of French.

Intermediate knowledge of another language.
Additional Information:
This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of each office.
Please visit the following websites for detailed information on working with WHO: (To learn more about WHO's operations ) Click on: Quick Links > Salary Scales > by date
This vacancy 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.

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 Filled

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