Senior Conference Assistant (multiple positions)

OBJECTIVES OF THE PROGRAMME

The objective of the Department of Operational Support and Services (OSS) is to ensure high quality, consistent and responsive managerial and administrative services to all programmes and staff in headquarters, and where relevant, to all regions of WHO, and to promote an efficient and collaborative customer-oriented working environment to achieve results. Under OSS, the Conference and Logistics Support (CLS) team is responsible for providing conference support and coordinating all necessary stakeholders, in order to deliver successful WHO meetings and events at HQ.

DESCRIPTION OF DUTIES

• Manage the day-to-day operations in the meeting room booking system, monitor activities in the system, dispatch requests to the relevant internal and external service providers, and respond to all requests for support in a timely manner.
• Act as focal point for requests for meeting rooms and related meeting support services (including but not limited to catering, AV equipment and support, web streaming, etc.), obtain budget codes (PTAEO) from meeting organizers and ensure all related costs are back-charged after the meeting takes place.
• Support the coordination of other internal stakeholders and external service providers to ensure everything comes together in a coordinated and timely manner for the successful delivery of meetings.
• Advise and provide guidance to meeting organizers on available meeting resources and services, related costs for support services, and all relevant policies and procedures.
• Act as meeting planner for specific meetings and ensure all necessary arrangements are in place, and related equipment and systems are tested, and any corrective actions are taken, and dry-runs/rehearsals are carried if necessary, in advance of the meeting start time.
• Carry out any other task related to the work of the conference services team and function.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or its equivalent
Desirable: Higher education an advantage.

Experience

Essential: Minimum 8 years of relevant experience in administration (processing, transactions, service centre or other business) of which at least 4 years in a service provision/customer facing role.
Desirable:

• Experience working in an international environment, hospitality services and in the area of Conference Services, Events management and related logistics.
• Sound knowledge in using audio visual and conferencing systems and platforms such as Zoom, Teams, Webex and other streaming and recording systems.

Skills

Essential:

• Ability to handle and prioritize a high volume of notifications, transactions and reporting needs.
• Meticulous, organized and detail-oriented.
• Sound judgment, integrity and tact when dealing with others.
• Ability to brief others and explain procedure.

Desirable:

• Knowledge of conference and AV equipment and systems.
• Knowledge of ERP and other transaction processing systems.
• Knowledge of collaboration tools and virtual meeting platforms

WHO Competencies

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Ensuring the effective use of resources
• Producing results

Use of Language Skills

Essential: Expert knowledge of English. Intermediate knowledge of French.
Desirable:
The above language requirements are interchangeable.

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 86,236 (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 E-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 workforce. 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 reasonableaccommodation@who.int

• 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 short-listed 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 shws@who.int.

• 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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