Assistant (Staff Health and Wellbeing Services)

OBJECTIVES OF THE PROGRAMME

The objective of the Division of Business Operations (BOS) is to support the work of WHO in the European Region through delivery of services within the areas of human resources, finance, contracting and procurement, legal advice, information & communications technology, printing, security, facilities management, fixed assets, conference support, travel and transport, safeguarding personnel and staff wellness and well-being. As an enabling function, the division enhances the productivity of the health technical programmes and country offices while at the same time overseeing accountability, transparency and compliance with WHO administrative rules and regulations. The BOS division strives to strengthen the capacity of WHO/Europe to react in an agile way to external and internal changes. The division projects are designed to increase productivity, ensure financial sustainability of the region’s structures, reinforce a client-oriented culture, strengthen country office capacities, and drive strategic initiatives to enhance staff motivation and well-being.

DESCRIPTION OF DUTIES

As Assistant in EURO Staff Health and Wellbeing Services (EURO SHW), the incumbent will ensure the smooth flow of work as related to administrative activities, coordinating actions with other support staff in the team.

Key duties:

• Provide reception services to staff members/visitors, answer their queries and redirect them to the appropriate personnel or services (infirmary, laboratory, physicians, psychologist, medical insurance, etc.)
• Receive telephone calls with tact and discretion; making appointments; provide administrative information (sick leave, maternity leave, accidents, medical examinations).
• Manage physician’s, Psychologist’s schedules and prepare files for daily consultations, manage appointments.
• 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, create new files if necessary and retrieve files to insert incoming correspondence and transmit to physicians.
• 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.
• 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.
• 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. 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.
• 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.
• Initiate, through Oracle/GSM procurement module, contracts for Consultants, Agreements for 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.
• Initiate, through Stellis, contracts for temporary appointment.
• Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops and trainings.
• 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.
• Develop and maintain effective filing systems regarding individual files and general and technical documentation.
• Administrative support for miscellaneous health promotion activities; maintain and update the information on the SHW’s activities on intranet.
• 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 in medical 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.
• Full respect for medical secret, punctuality, flexibility, discretion, and courtesy.
• Ability to work under pressure
• Emotional intelligence: Ability to identify and manage one’s own emotions, as well as helping others to do the same.

WHO Competencies

1. Teamwork
2. Respecting and promoting individual and cultural differences
3. Communication
4. Moving forward in a changing environment
5. Producing results

Use of Language Skills

Essential: Expert knowledge of English.
Desirable: Expert knowledge of French, Russian, German.

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 USD 18,778 (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 and/or an asynchronous video assessment 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.

• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.

• The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.

• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to [email protected]

• An impeccable record for integrity and professional ethical standards is essential. 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.

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

• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.

• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.

• Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at [email protected].

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

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