Assistant

The Health Systems and Innovation (HIS) cluster mission includes fostering innovation for better health and supporting Member States to promote UHC by strengthening health systems and innovative approaches. Policy dialogue, informed by best evidence and systematic learning, and supported by capacity strengthening, aims to improve equity in health, access, coverage, quality and efficiency of health services. The Office of the Assistant Director General, HIS, is in charge of proposing and implementing a strategy to support Member States' progressive realization of Universal Health Coverage, through strengthening of their national policies and health systems to support integrated delivery of quality health services, across populations and health conditions.

Description of duties:

GENERAL
- Receive visitors and telephone calls with tact and discretion, and acts 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.
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.
- Analyse 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 the timely appointment/renewal of contracts, initiating requests for temporary and fixed-term staff in the HR Action Plan.
PROCUREMENT
- 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.
BUDGET & FINANCE
- Assists in the monitoring and progress review of projects and tasks in the GSM/Oracle work plan.
- Provides team members with timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required.
- Monitors income and expenditures for planning purposes.
- Promptly follows-up on financial, budgetary and any outstanding issues concerning the team/department, including ensuring timely processing of committal documents.
- Assists in the preparation of financial and technical progress reports to donors.
INFORMATION MANAGEMENT
- 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.
MEETING ADMINISTRATION
- 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.
TRAVEL
- 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.
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, and
4. Moving forward in a changing environment.

Experience:

Essential: At least 5 years of relevant experience in secretarial or adminitrative position.
Desirable: Relevant experience in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.

Languages:

Essential: Expert knowledge of English or French with an intermeidate knowledge of the other.
Desirable: Intermediate knowledge of another WHO official language.

Additional Information:

Other similar positions at the same grade 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.

Monthly salary:
(Net of tax)

CHF. 6, 257 at single rate

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

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