Assistant

OBJECTIVES OF THE PROGRAMME

A sound, well managed, responsive and efficient organization-wide Human Resources Management strategy and service delivery which support the work of WHO and its member states, encompassing, but not limited to: HR Policy Development and -Planning, Organizational Design and Job Classification, Talent Management (including Succession Planning, Recruitment, Career Development, Rotation and Mobility), Organizational Diversity, Conditions of Service, Compensation and Benefits, Staff Development and Learning, HR Legal Advisory Services, Administration of Justice, HR Administrative Review, Global Staff/Management relations, representation of WHO and influencing of inter-agency HR Common System initiatives, as well as the provision of global advisory services to management and staff. SHW develops and implements health policies to protect and promote staff health and advises management on measures to ensure a safe and healthy work environment at all levels of WHO as well as IARC, ICC, and UNAIDS. SHW provides preventive medical and psychosocial care, first aid and emergency care for staff and acts as medical adviser on staff insurance and disability matters.

DESCRIPTION OF DUTIES

1.Provide reception services to staff members/visitors, answer their queries and redirect them tot he appropriate personnel or services (infirmary, laboratory, physicians, psychologist, medical insurance, etc.) Receive telephone calls with tact and discretion; making appointments; provide administrative information (sickleave, maternity leave, accidents, medical examinations).

2. Manage physician's,Psychologist's schedules and prepare files for daily consultations, manage appointments.

3. Administrative management of medical examinations. Prepare files, provide reception for entry, periodic and separation medical examinations, check the examinations are complete (request missing information where necessary), record information in the Medical Service database, createnew files if necessary and retrieve files to insert incoming correspondence and transmit to physicians.

4. Management of medical clearances. Prepare and submit the medical files to the physicians for medical opinion, transcribe and/or edit correspondence addressed to examining physicians requesting additional examinations or reports. Input medical opinions into the Medical Service database and keep it up to date; notify and update the medical clearance in the GSM.

5. Management of correspondence and e-mails. Draft and finalize general or administrative correspondence; 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.

6. Administrative management of medical evacuations. Receive reports on requests for evacuation; prepare and submit files to physicians on an emergency basis; transmit the medical recommendation to headquarters and the field.

7. Management and monitoring of sick leave.Depending on the absence of the sick leave, request additional medical information from attending physicians. Invite staff members to consult the physician, at the latter's request; monitor prolonged and indeterminate absences from work through illness.

8. Administrative management and monitoring of declarations of accidents and cases for submission to the WHO Pension Committee for the award of a disability benefit in the workplace.

9. Initiate,through Oracle/GSM procurement module, contracts for Consultants, Agreementsfor Performance of Work (APW), Technical Services Agreements (TSA), and General External Services (GES) request. Monitor and record receipt of procurement module, requisitions for goods procurement, and monitor and receipt of deliverables.

10. Initiate, through Stellis, contracts for temporary appointment.

11.Arrange, coordinate and lead administrative preparation for meetings,seminars, workshops and trainings.

12.Using GSM/oracle, prepare travel requests for official WHO travel. Make flight and hotel reservations, visa requests, prepare travel files and deal with other related matters as requested or on own initiative.

13. Develop and maintain effective filing systems regarding individual files and general and technical documentation.

14. Administrative support for miscellaneous health promotion activities; maintain and update the information on the SHW's activities onIntranet.

15. Any other duty as required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary education with training in medical secretarial practices.
Desirable: N/A

Experience

Essential: At least 5 years' relevant experience inmedical field with support to medical practitioners dealing directly with patients.
Desirable: Relevant experience in a company's medical service. Sound knowledge of the rules and practices of a Medical Service, the compensation claims and pensions issues, and of health insurance issues. Relevant experience in WHO or another UN agency is an asset. Experience in Oracle-based or other ERP systems is an asset.

Skills

Skills development training in IT applications and medical/administrative procedures. Secretarial training, ability to organize work. Knowledge of basic medical vocabulary. Total respect for medical secret, punctuality, flexibility, discretion and courtesy. Ability to work under pressure

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Moving forward in a changing environment
Producing results

Use of Language Skills

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

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 75,384 (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.

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

• WHO is committed to workforce diversity.

• WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.

• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.

• 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.