Assistant (Polio Operations and Research)

Geneva

OBJECTIVES OF THE PROGRAMME : The overall objectives of the Polio Eradication Initiative are to support the eradication effort of national governments and the Polio Eradication Partnership to interrupt the transmission of poliovirus worldwide, certify eradication and, eventually, stop the use of oral poliovirus vaccine, and mainstream the polio eradication infrastructure. 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- 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 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, andmonitor and receipt of deliverables.BUDGET and 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: Formal or self-training in the use of standard office software. WHO Competencies:1. Knowing and managing yourself2. Producing results3. Fostering integration and teamwork4. Moving forward in a changing environment Experience: Essential:At least 5 years of relevant experience.Desirable:Relevant experience in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset. Languages: Expert knowledge of English and intermediate knowledge of French are required. (language requirements for English and French are interchangeable) Additional Information: 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.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 these will be reviewed individually.Please visit the following websites for detailed information on working with WHO:http://www.who.int (To learn more about WHO's operations )http://icsc.un.org Click on: Quick Links > Salary Scales > by date 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. Currently accepting applications
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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  • Organization: WHO - World Health Organization
  • Location: Geneva
  • Grade: GS-5, General Service
  • Occupational Groups:
    • Management, Administration and Finance
    • Administrative support
    • Scientist
  • Closing Date: 2015-11-13

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