Job: Programme Assistant

Location: Geneva 
Deadline: Tuesday, 08 October 2013 

Description

PROGRAMME ASSISTANT (HQ/13/IER/FT393)

17 September 2013

The mission of WHO is the attainment by all peoples of the highest possible level of health.

Vacancy Notice No:HQ/13/IER/FT393

Title: Programme Assistant

Grade: G6

Contract type: Fixed-Term Appointment

Duration of contract: 12 months

Date: 17 September 2013

Application Deadline: 8 October 2013

Duty Station: Geneva, Switzerland

Organization unit: HQ/IER Information, Evidence and Research (HQ/IER), HQ/PHI - Public Health, Innovation and Intellectual Property (HQ/PHI)

OBJECTIVES OF THE PROGRAMME :

The objective of the PHI team is to provide leadership and support in coordination of implementation of Global Strategy and Plan of Action on Public Health, Innovation and Intellectual Property including development and implementation of work in the area of financing and coordination of research and development for health technologies (medicines, vaccines, diagnostics and devices) with focus on developing countries and the work in the area of international trade of medical products in the Organization.

Description of duties:

1. Coordinates administrative support and ensures the smooth running of the PHI team:

• Recommends and implements internal administrative procedures and practices to facilitate and improve the efficiency and quality of the office's administrative and clerical tasks.

• Analyses and handles queries concerning procedures, policies and directives.

• Follows up on programme implementation, identifies and highlights problems, inconsistencies and delays and draws them to the attention of the Coordinator.

• Drafts administrative correspondence on own initiative.

2. Administers personnel matters:

• Assists in the preparation of position descriptions and TORs, initiates recruiting procedures and liaises with the Global Service Centre to ensure timely issue of contracts.

• Contributes proactively to the preparation of the PHI human resource planning, prepares subsequent management costs, and follows up on contractual issues.

• Ensures the efficient and effective operation of the Unit by preparing, submitting and following up on HR Actions.

• Promptly follows up and keeps track of all outstanding issues like contract renewals/extensions.

• Initiates PTAEOs and verifies that funds are available for proposed contracts and for current staff salaries.

• Monitors leave and attendance records for unit staff and acts as White Pages Administrator.

3. Manages financial matters:

• Provides administrative support, advice and guidance and acts as focal point for PHI workplan development and progress review of tasks.

• Assists in the monitoring and management of projects and activities which are part of the workplan.

• Provides Coordinator PHI with timely budget information on a regular basis.

• Assists with budget data in GSM, and activates workplan funding and award budget as necessary.

• Keeps track of all income and expenditures for planning purposes.

• Promptly follows up on financial, budgetary and any outstanding issues concerning PHI, including to ensure timely processing of committal documents and payments are ensured within time limits.

• Continuously reviews and assists in adjusting unliquidated obligations and encumbrances as necessary. Follows up as necessary.

• Orders office and IT equipment, prepares purchase orders, works in close collaboration with IT and other colleagues to ensure that ordered equipment is appropriate.

4. Secretarial support: Performs secretarial functions including, but not limited to:

• Responsible for travel arrangements of Coordinator and other staff as required; ensures timely processing of travel documents and completion of administrative arrangements before travel; follows up on timely reimbursement of travel claims.

• As PHI focal point and in close collaboration with GBS assists in the organization and smooth running of PHI intergovernmental working group meetings, responsible for follow-up with Member States through WR offices, logistics, participate in budget preparation etc.

• Complies comprehensive files and background documents for PHI-IGWG and other constitutional meetings.

• Arranges meetings, video and teleconferences.

• Maintains an efficient filing system and ensures that all technical documents are available; evaluates and improves filing systems as required and prepares briefing/meeting/travel files for Coordinator.

• Monitors office space and acts as focal point for moves, ensures equipment/furniture is installed as required.

REQUIRED QUALIFICATIONS

Education:

Essential: Completion of secondary school education or equivalent commercial school education with a focus on business administration.

Desirable: Additional relevant higher education.

Skills:

Incumbent needs to be up-to-date with changing administrative and financial procedures and practices through the study of information circulars, manual updates, meetings to discuss the implications of proposed administrative changes, etc. New techniques are discussed with the Coordinator to ensure appropriate implementation. The incumbent maintains and updates proficiency in the use of modern office/IT technology through self-study, on-the-job and in-house training. Human relationships are a most important feature of this post in view of the delicacy and scope of the activities. Incumbent must have the ability to exercise discretion at all times in judging the importance, urgency and confidential nature of matters/problems, and tact in dealing with persons of all nationalities. Sound knowledge of WHO administrative rules, regulations, procedures and practices, and of its structure.

WHO Competencies:

1. Moving forward in a changing environment,

2. Producing results, and

3. Knowing and managing yourself.

Experience:

At least eight years' experience in administrative positions, preferably within the UN, of which a number of years in WHO. At least three years' experience in budget and finance/human resources and preferably with three years' experience in WHO.

Languages:

Expert knowledge of English or French with an Intermediate knowledge of the other required.

Additional Information:

The following priority order will be observed in the screening of candidates: 1. WHO staff members (Continuing, Fixed-term and Temporary appointments), and 2. External candidates.

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.9,293 at single rate

A written test may be used as a form of screening

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.

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

More Info and Application