Administrative Assistant

WHO, Geneva, Switzerland

Skill Required:, HR and Admin
Preferred Experience: 
7 to 10 Year
Closing Date for Applications: 
17th October, 2020


Job Description

OBJECTIVES OF THE PROGRAMME

The WHO Headquarters Staff Association (SA) represents and fully supports staff in their contribution to the work of the Organization in order for it to carry out its mandate as defined in the Constitution. It is guided by fundamental principles of equity, respect of all staff regardless of their origin, race or colour, acknowledgement of staff contribution and their right to be consulted on what is related to the present and future of the WHO. It aims to build a full and strong partnership with the Administration based on mutual respect, confidence and reciprocity. The Staff Committee (SC) is a group of twenty (20) staff members elected by staff at the Headquarters to represent them in the Staff Association. Each member is elected to the Staff Committee for a two (2) years term with possibility of serving up to 3 terms. From among its members, the Staff Committee elects a President, at least two Vice Presidents, a Treasurer and vice-treasurer, at least two Communication Officers and two Selection Coordinators. These persons are elected for one (1) year and constitute the Executive Group of the Staff Committee.

DESCRIPTION OF DUTIES

Management:

  •  May supervise all secretarial staff assigned to the office, assign work and control output as decided upon on the HQ SC Executive Committee.
  •  Organize and manage the Staff Association Secretariat in terms of activities planning, monitoring and ensuring consistency of information and continuity of activities including those of a yearly nature.
  •  Assess work priorities as per staff committee workplan and requests by the President or Executive Group members, establish deadlines, undertake timely follow-up and review completed work.
  • Identify complex or sensitive correspondence or cases for particular consideration and attention and discuss with the President of the Staff Association.
  •  Review documentation and propose concrete actions/recommendation of relevance to the work of the SC.
  •  Direct staff members with work-related problems to the appropriate person in the Executive Committee or the administration, Office of the Ombudsman (OMB), lawyer, or other WHO services and ensure timely responses to staff enquiries received by emails or other means, keeping a tracking record of all enquiries and making sure these are transmitted to the appropriate committee member.
  •  Coordinate and supervise the organization of the Annual General Meeting (AGM), extraordinary general meetings and information meetings according to standard guidelines, as well as monthly virtual and annual meetings of regional staff representatives, and ensure follow-up of decisions taken at these meetings.
  •  Organise and coordinate the planning of the required documentation as needed (e.g. annual reports, budget for the AGM).
  •  Coordinate maintenance and continuity of activities and decisions during change of committee members (annually) making sure induction sessions are provided.
  •  Carry out research for the SC for background on documents, meetings, decisions, conditions of employment, drawing the Committee's attention to important elements.
  •  In collaboration with the Selection Coordinators, manage the support required or expected in identifying SA representatives for HR selections.
  •  Coordinate liaison between HQ, Regional offices and the UN Staff Committees.
  •  Liaise with Human Resources & Talent Management (HRT), Staff Health & Wellbeing Services (SHW), Director-General Office (DGO), OMB and other relevant institutions or department within the Organization on SA matters.
  •  Liaise with SC lawyers and CAP insurance regarding appeals.

Administrative:

  •  Assist the President of the SC and its members in day-to-day activities.
  •  Write the note-for-record of the SC weekly meetings and minutes of any other meetings.
  •  Support the writing of the SC retreat reports.
  •  Support the Communication Officer(s) and finalise communications between WHO/HQ, staff and management and Regional office SCs.
  •  Monitor the SC's budget in close collaboration with the SC Treasurers and assist them with the preparation of final accounts to be issued for the AGM.
  •  Organize regular meetings of the Staff Committee and the Executive Group including preparation of the agenda, documentation and the establishment of minutes for the record.
  •  Organize, together with the G4, monthly informal and formal Staff/Management meetings including preparation of the agenda, and documentation.
  •  Plan and organize duty travel and relevant documentation for staff representatives, including for Federation of International Civil Servants' Associations (FICSA), Global Environment Outlook (GEO) and other meetings or training courses.
  •  Coordinate and liaise in collaboration with the Polling Officers, various elections/referenda according to standard guidelines.
  •  Provide guidance and decide on relevant briefing materials for newly elected SC members.
  •  Ensure information sharing with SC members of activities of The Administrative Committee on Coordination (ACC), The Consultative Committee on Administrative Questions (CCAQ), The International Civil Services Committee (ICSC), United Nations Joint Staff Pension Fund (UNJSPB) via effective paths based on latest technology.
  • Manage the SC mailbox and respond accordingly, or transfer emails to relevant SA representatives as necessary.
  •  Coordinate the SC SharePoint, Intranet sites and other platforms, and inform SA representatives and staff accordingly.
  •  Manage the secretariat keeping easily accessible records of all official records, history and background information.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or equivalent commercial school.

Desirable: Higher education an advantage.

Experience

Essential: At least 8 years of administrative experience, some of which ideally in WHO or another UN Organization.

Desirable: Relevant experience in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.

Skills

  • An understanding of working in a Secretariat, knowledge of preparation of workplans and budgets, experience with dealing with DGO's office and senior management.

Use of Language Skills

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

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2003623&tz=GMT%2B05%3A30&tzname=Asia%2FCalcutta


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