jobber

apply.old_ad

0

applicants

Vacancy Notice No: HQ/12/HTM/TA108 Title: Events Assistant Grade: G5 Contract type: Temporary appointment Duration of contract: 12 months Application Deadline: 1 November 2012 Duty Station: Geneva, Switzerland Organization unit: HQ/HTM HIV/AIDS, TB and Neglected Tropical Diseases (HQ/HTM) / HQ/RBM Roll Back Malaria Partnership Secretariat (HQ/RBM) OBJECTIVES OF THE PROGRAMME : The Roll Back Malaria Partnership (RBM) is the global initiative for mobilizing action and resources, and for forging consensus and coordinating efforts in the worldwide fight against malaria. In September 2008, RBM launched its comprehensive Global Malaria Action Plan, setting out the steps needed to accelerate movement towards and achieve the Partnership's ambitious 2010 and 2015 targets for malaria control and elimination, and linking these phases to longer term efforts to eventually eradicate malaria. RBM's strength lies in its ability to form effective partnerships at global, regional and country levels, with a focus on areas where harmonization and combined effort will provide added value to the quality and impact of the interventions. The many partners work together to scale up national malaria control efforts, coordinating their activities to avoid duplication and fragmentation, and to ensure optimal use of resources. WHO hosts the RBM Secretariat in Geneva. The Secretariat's activities are conducted in accordance with WHO regulations, rules, policies and practices. Description of duties: The Events Assistant provides pre-event, on-site and post-event assistance for RBM Policy, Strategy and Governance (PSG) meetings such as Board meetings, Committees meeting and ad hoc meetings, under the direction of the PSG Coordinator. The incumbent works as part of the PSG team to ensure proper event management and excellent service. I. DUTIES AND RESPONSIBILITIES IN RELATION TO THE ORGANIZATION OF PSG'S MEETINGS, INCLUDING RBM BOARD MEETINGS: The Events Assistant supports the PSG Team in the preparation of PSG meetings, in planning, organizing and coordinating events on the basis of instructions or on own initiative by: - Contracting a venue for PSG's events and organizing facilities and amenities; - Contracting suppliers (hotels, translators, caterers.) and effectively liaising with them; - Registering suppliers into Oracle/GSM Procurement module; - Preparing contracts for suppliers and initiating timely payments; - Preparing meeting costing estimates; - Entering into Oracle/GSM Agreements for Performance of Works (APWs), Technical Services Agreements (TSA) and General External Services requests (GES) based upon materials provided by the Events Manager; - Organizing meeting plans through Oracle / GSM Meeting and Travel modules to prepare and submit travel requests, travel claims, to book interpreters, etc.; - Organizing production flow of documents, binders, badges, name plates and other relevant documentation and supporting materials as required; - Organizing shipping/transport of event-related supplies, placing orders for event-equipment and- material purchases; - Generating list of participants, including contact details; - Maintaining filing systems, ensuring that all activities supported are traceable and accessible as required; - Disseminating correspondence in both English and French (invitation letters, thank you letters, logistical information, etc.) to participants; and laying out, printing and disseminating meeting documents to participants; - Arranging teleconferences and meeting facilities in Geneva and elsewhere as required; - Ensuring post-event follow up by tracking and clearing all pending items; - Being the main point of contact for all enquiries, via the telephone, e-mail and post. - Making team and participants travel arrangements, including flights booking, visa requests, hotel bookings, travel requests and claims, security clearances if needed), - Any other duty assigned. II. GENERAL SECRETARIAL DUTIES AND RESPONSIBILITIES FOR THE SMOOTH-RUNNING OF THE PSG TEAM: The incumbent of the position assists in the day-to-day work of the PSG Teams by: - Answering and returning phone calls with tact and diplomacy; - Making appointments; - Drafting administrative correspondence (memo, adjudication report, etc.) for review by supervisor; - Following up with inquiries, and assisting with correspondence and event filing; - Generating and maintaining mailing lists with regular updating of PSG's contact databases; - Maintaining the PSG's diary and events files; - Monitoring administrative aspects of the implementation of PSG team activities; - Helping to schedule, coordinate and maintain calendar of events (meetings, teleconferences related to PSG unit; -Any other duty assigned. REQUIRED QUALIFICATIONS Education: Completion of secondary school education. Training or self-study/work experience in communication, event planning, public relations, marketing, social sciences or any other relevant subject. 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. Ability to work under pressure while producing results. Command of internet and ability to find information on the web. WHO competencies: Knowing and managing yourself Producing results Communicating in a credible and effective way Fostering integration and teamwork Moving forward in a changing environment Other skills: 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. Experience: Essential: At least 5 years of documented experience within international events or hospitality management. Desirable: Documented experience in managing board / chair office. Experience in Oracle-based or other ERP systems. Languages: Excellent knowledge of English and working knowledge of French required Additional Information: As a WHO staff member assigned solely and exclusively to support RBM, selected staff will have no right of reassignment or transfer outside RBM either during or at the end of his/her appointment, including pursuant to WHO Staff Rule 1050. This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of each office. Other similar positions at the same level may be filled from this vacancy notice. A written test may form part of the screening process. This Vacancy Notice is published in English only. Annual salary: (Net of tax) CHF 75093 at single rate CHF 75093 with primary dependants Source: WHO.

« Go back to category
Is this job ad fake? Report it!   
Recommend to a friend

jobs.published_at
jobs.viewed