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Office Assistant

Geneva (Switzerland)

  • Organization: WHO - World Health Organization
  • Location: Geneva (Switzerland)
  • Grade: GS-4, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Administrative support
  • Closing Date: 2021-07-29

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OBJECTIVES OF THE PROGRAMME

The Department of Operational Support and Services is comprised ofseveral services, Infrastructure Support Services (ISS), Logistics SupportServices (LSS), Security Services (SEC) and the Global Conference and TrainingCentre in Tunis (GCT). The Work of OSS is included under the scope of Category 4,to develop and sustain WHO as a flexible, learning Organization, enabling it tocarry out its mandate more efficiently and effectively, and Programme Area 4.3.4to provide effective and efficient management administration established acrossthe Organization. Logistics Support Services (LSS) is one is responsible for:i.Conference and events management atWHO/HQ and other locations as necessaryii.Logistics (including catering,printing, storage, transportation, mail & pouch services) at HQiii.Corporate travel policy and related processesglobally, and corporate travel operations at HQiv.Records and historical archivespolicy globally, and management of records and archives at HQv.Internal road safety and vehiclemanagement policy global

DESCRIPTION OF DUTIES

Under the supervision of the CLS Operations Officer, and as a memberof the Conference services team the primary functions are: 1.Arrange and monitor the use of conferenceand meeting rooms, including the maintenance. 2.Monitor the Room Booking System and processthe requests of booking and associated services.3.Assist in the dispatching organizationof the CLS meetings support technicians.4.Liaise with the Governing Bodiesdepartment when required to assist in the preparation of Member States meetings.5.Update the Conference servicesintranet site with all relevant information. 6.Assist in the recruitment and themanagement of staff to support constitutional meetings, this includes the maintenanceof a short-term conference staff roaster, as well as the monitoring of OT.7.Assist departments with thecoordination of facilities in the delivery of exhibitions and other activitiesassociated with major celebrations and events. 8.Collect information and data onmeetings, events and other CLS activities, providing statistics, etc.9.Draft correspondence in Englishand/or French in support of CLS activities for CMP Unit, follow up ongoingactivities, ensuring that deadlines are met. 10.Operate on the sound system equipmentin all WHO meeting room when deemed necessary.11.Replace CLS colleagues in case ofabsence and during holidays as required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary, Technical or commercial school.
Desirable:

Experience

Essential: 3years of experience of which at least 2 years in the area of Conference Services and logistics, including experience in an international environment. Good knowledge ofMicrosoft Office package is essential.
Desirable: Computer skills and good knowledge of GSM, particularly expenditure batches, procurement and HRAP modules,would be an asset.

Skills

Work requires keeping up-to-date with the Organization's programmes and priority initiatives and with new/changing internal procedures and regulations. This is accomplished through review of the Programme Budget document, information circulars and manual updates. Work also requires maintaining and developing computer skills by attending in-house courses or through the use of self-training software packages. Proven organizational skills; excellent interpersonal and communication skills both written and verbal; ability to work on own initiative or cooperatively and effectively as a member of a team; a good feel for figures and basic accounting; deal patiently and tactfully with people; high sense of initiative, accountability, diplomacy, and good judgement. Good knowledge of standard WHO desktop software.

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Knowing and managing yourself

Use of Language Skills

Essential: Intermediate knowledge of English. Expert knowledge of French.
Desirable:
The above language requirements are interchangeable.

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 68,740 (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.
  • 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.
  • WHO is committed to workforce diversity.
  • 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.
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
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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