Administrative Assistant, Geneva, Switzerland

Organization: World Health Organization (WHO)

Country: Switzerland

City: Geneva, Switzerland

Office: WHO Geneva, Switzerland

Grade: G-6

Closing date: Friday, 16 October 2020

Administrative Assistant

( 2003623 )

Grade : G6

Contractual Arrangement : Fixed-term appointment

Contract Duration (Years, Months, Days) : Two years

Job Posting: Sep 25, 2020, 3:38:25 PM

The WHO Headquarters Staff Association (SA) represents and fully supports staff in their contribution to the work of the Organization in order for it to carry out its mandate as defined in the Constitution. It is guided by fundamental principles of equity, respect of all staff regardless of their origin, race or colour, acknowledgement of staff contribution and their right to be consulted on what is related to the present and future of the WHO. It aims to build a full and strong partnership with the Administration based on mutual respect, confidence and reciprocity. The Staff Committee (SC) is a group of twenty (20) staff members elected by staff at the Headquarters to represent them in the Staff Association. Each member is elected to the Staff Committee for a two (2) years term with possibility of serving up to 3 terms. From among its members, the Staff Committee elects a President, at least two Vice Presidents, a Treasurer and vice-treasurer, at least two Communication Officers and two Selection Coordinators. These persons are elected for one (1) year and constitute the Executive Group of the Staff Committee.

DESCRIPTION OF DUTIES

Management: May supervise all secretarial staff assigned to the office, assign work and control output as decided upon on the HQ SC Executive Committee.

Organize and manage the Staff Association Secretariat in terms of activities planning, monitoring and ensuring consistency of information and continuity of activities including those of a yearly nature.

Assess work priorities as per staff committee workplan and requests by the President or Executive Group members, establish deadlines, undertake timely follow-up and review completed work.

Identify complex or sensitive correspondence or cases for particular consideration and attention and discuss with the President of the Staff Association.

Review documentation and propose concrete actions/recommendation of relevance to the work of the SC.

Direct staff members with work-related problems to the appropriate person in the Executive Committee or the administration, Office of the Ombudsman (OMB), lawyer, or other WHO services and ensure timely responses to staff enquiries received by emails or other means, keeping a tracking record of all enquiries and making sure these are transmitted to the appropriate committee member.

Coordinate and supervise the organization of the Annual General Meeting (AGM), extraordinary general meetings and information meetings according to standard guidelines, as well as monthly virtual and annual meetings of regional staff representatives, and ensure follow-up of decisions taken at these meetings.

Organise and coordinate the planning of the required documentation as needed (e.g. annual reports, budget for the AGM).

Coordinate maintenance and continuity of activities and decisions during change of committee members (annually) making sure induction sessions are provided.

Carry out research for the SC for background on documents, meetings, decisions, conditions of employment, drawing the Committee’s attention to important elements.

In collaboration with the Selection Coordinators, manage the support required or expected in identifying SA representatives for HR selections.

Coordinate liaison between HQ, Regional offices and the UN Staff Committees.

Liaise with Human Resources & Talent Management (HRT), Staff Health & Wellbeing Services (SHW), Director-General Office (DGO), OMB and other relevant institutions or department within the Organization on SA matters.

Liaise with SC lawyers and CAP insurance regarding appeals.

Administrative: Assist the President of the SC and its members in day-to-day activities.

Write the note-for-record of the SC weekly meetings and minutes of any other meetings.

Support the writing of the SC retreat reports.

Support the Communication Officer(s) and finalise communications between WHO/HQ, staff and management and Regional office SCs.

Monitor the SC’s budget in close collaboration with the SC Treasurers and assist them with the preparation of final accounts to be issued for the AGM.

Organize regular meetings of the Staff Committee and the Executive Group including preparation of the agenda, documentation and the establishment of minutes for the record.

Organize, together with the G4, monthly informal and formal Staff/Management meetings including preparation of the agenda, and documentation.

Plan and organize duty travel and relevant documentation for staff representatives, including for Federation of International Civil Servants‘ Associations (FICSA), Global Environment Outlook (GEO) and other meetings or training courses.

Coordinate and liaise in collaboration with the Polling Officers, various elections/referenda according to standard guidelines.

Provide guidance and decide on relevant briefing materials for newly elected SC members.

Ensure information sharing with SC members of activities of The Administrative Committee on Coordination (ACC), The Consultative Committee on Administrative Questions (CCAQ), The International Civil Services Committee (ICSC), United Nations Joint Staff Pension Fund (UNJSPB) via effective paths based on latest technology.

Manage the SC mailbox and respond accordingly, or transfer emails to relevant SA representatives as necessary.

Coordinate the SC SharePoint, Intranet sites and other platforms, and inform SA representatives and staff accordingly.

Manage the secretariat keeping easily accessible records of all official records, history and background information.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or equivalent commercial school.

Desirable: Higher education an advantage.

Experience

Essential: At least 8 years of administrative experience, some of which ideally in WHO or another UN Organization.

Desirable: Relevant experience in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.

Skills

An understanding of working in a Secretariat, knowledge of preparation of workplans and budgets, experience with dealing with DGO’s office and senior management.

WHO Competencies

Teamwork

Respecting and promoting individual and cultural differences

Communication

Producing results

Moving forward in a changing environment

Creating an empowering and motivating environment

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of French.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at CHF 82,401 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

This vacancy notice may be used to fill other similar positions at the same grade level

Only candidates under serious consideration will be contacted.

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A written test may be used as a form of screening.

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: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.

Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

Staff members in other duty stations are encouraged to apply.

For information on WHO’s operations please visit: http://www.who.int.

WHO is committed to workforce diversity.

WHO’s workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.

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

This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.