Vacancy Notice No: HQ/17/DGD/FT12
Title: Assistant (Documentation)
Grade: G4
Contract type: Fixed-term Appointment
Application Deadline: 27 January 2017
Currently accepting applications
Duty Station: Geneva, Switzerland
Organization unit: HQ/DGD Offices under the Director-General (HQ/DGD) /
HQ/GBS Dept for Governing Bodies and External Relations (HQ/GBS)
HQ/DOX Governing Bodies Editing
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| OBJECTIVES OF THE PROGRAMME : The Department of Governing Bodies provides support to WHO's governing bodies in order to assure both sound governance of the Organization through efficient preparation and conduct of their sessions, and effective policy-making processes. Organizational context Under the supervision of the Senior Editor DOX (Governing Bodies Editing) and in collaboration with the other members of the team, the Documentation Assistant will contribute to all steps of the documentation process from upstream conception and editing to production of finalized English texts. He/she will support the coordination and monitoring of the flow of materials as part of efforts to ensure the provision of timely and accurate official documentation (including the Official Records of governing body sessions). | |
| Description of duties: Purpose of the Position The incumbent is required to provide clerical support to the Documentation Officer of DOX, and the Administrative Assistant, when required. Summary of Assigned duties In the period before the January and May governing bodies meetings (Programme, Budget and Administration Committee (PBAC), Executive Board and World Health Assembly), the main tasks will include, but will not be limited to, providing the following areas of support to the staff of the governing bodies editing unit (GBS/DOX): - Collaborating in transmission and tracking of pre- and in-session documentation through the processing chain; controlling and registering manuscripts for transmission to English word-processing, distribution and dispatch, photocopying and distributing the internal clearance forms and edited, fully cleared reports to the translation, word-processing and printing teams. - Liaising with other units in the documentation chain to ensure smooth passage of English language documents through editing and word-processing to production units. - Filing the clearance forms and edited manuscripts of the current meeting and archiving the background material of the documentation of the previous governing body meetings. - Assuring regular collection of official documents from the dispatch team and their distribution to unit staff. - Supporting the language services, as needed, in logistical preparations for the language staff working during governing bodies meetings. - Other duties as required. In the period after the January and May governing bodies meetings: - Preparing, circulating and following up clearance copies of the draft provisional summary records. - Assisting with the preparation of the list of documents and of statistics of pre- and in-session documentation. - Providing specific support to Documentation Officer, DOX, regarding the following: * accessing the reporting requirements database in order to extract draft list of reports to be submitted to next governing bodies meeting (draft provisional agenda); * preparation of dossiers for participants in the Director-General's Teleconference on the provisional agenda; * contacts with technical units preparing pre-session documents (e.g. providing sound files of debates at previous governing bodies meetings and extracts from summary records); * preparation of documentation statistics (e.g. number of items per day; time taken for each item); * standing in for the Documentation Officer during periods of annual leave; and * ad hoc projects. Any other duties related to DOX preparation for future governing bodies meetings (pre-session documentation planning and editing) and post-session official records. | |
| REQUIRED QUALIFICATIONS | |
| Education: Essential Completion of secondary school education or equivalent. 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. | |
| Skills: The incumbent maintains and updates proficiency in the use of modern office technology through in-house courses, on-the-job training and/or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO. He/she demonstrates common sense, and initiative in finding solutions to problems and interacts well with colleagues in so doing. Work requires the use of word processing or other software packages, and standard office equipment, particularly Microsoft Word, Access and Excel. Formal or self-training in the use of standard office software. Training in Oracle-based or other ERP systems an asset. Work requires the use of word processing facilities to create, edit, format and print correspondence and documents; spreadsheet and visual presentation software; extensive use of e-mail and scheduling software to improve communications both internally and externally; Oracle/GSM for administrative matters. WHO Competencies 1. Knowing and managing yourself 2. Producing results 3. Fostering integration and teamwork 4. Communicating in a credible and effective way 5. Respecting and promoting individual and cultural differences | |
| Experience: Essential At least 3 years of relevant administrative experience. Desirable Relevant experience in documentation workflows at WHO or in another United Nations agency. | |
| Languages: Essential Expert knowledge of English or French and working knowledge of the other language. | |
| Additional Information: This vacancy is published in English only. 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 post is subject to local recruitment and will be filled by persons recruited in the local commuting area of Geneva. | |
| Annual salary: (Net of tax) CHF 67'497 at single rate | |
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