VACANCY NOTICE NO: 2320
DEADLINE FOR APPLICATION:
26 September 2024
Under Recruitment
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POST
Administrative Assistant (3 posts - local recruitment)
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GRADE
G5
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DUTY STATION
Geneva, Switzerland
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COMMENCEMENT OF DUTY
To be determined
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NATURE OF APPOINTMENT
Fixed-term - 2 years
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ORGANIZATIONAL UNIT
Executive Management
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WMO is committed to achieving diversity and a balanced workforce. Applications are welcome from qualified women and men, including those with disabilities. The statutory retirement age after 1 January 2014 is 65. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
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DUTIES AND RESPONSIBILITIES
Within limits of delegated authority, the incumbents will ensure the functioning of the offices of SG, DSG and ASG respectively and perform the following duties:
a) General management of the office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct;
b) Efficient and discreet management of the supervisor’s schedules;
c) Organization of regular and ad-hoc meetings; preparation of summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points;
d) Drafting correspondence, memoranda, and reports on the basis of oral instructions, previous correspondence or other available information sources and making use of all available digital tools;
e) Carrying out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation, and style, and makes sure that they are in line with the internal rules and regulations;
f) Assisting in the development of travel plans and making travel and hotel reservations;
g) Maintenance of the filing system ensuring safekeeping of confidential materials;
h) Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to supervisor;
i) Providing assistance in the coordination of corporate activities, special projects and events;
j) Independently maintaining and updating relevant data and keeping stakeholders updated on relevant activities;
k) Responding to information requests and inquiries from clients;
l) Assisting in the preparation of presentation materials using appropriate technology/software;
m) Carries out other relevant duties, as required.
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QUALIFICATIONS
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Education
Completed secondary school education or equivalent secretarial, commercial, or technical studies with corresponding diploma.
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Experience
A minimum of five (5) years of progressively responsible experience in general office support or similar administrative functions.
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Other requirements
- Demonstrated ability to work with Microsoft 365 applications (Word, Excel, PowerPoint, SharePoint), and Oracle applications.
- Experience creating and updating web pages and databases as well as tracking budgets.
- Excellent communication and diplomatic skills as well as tact and sensitivity.
- Sense of initiative and ability to work with minimum supervision.
- Strong planning and organizational skills and familiarity with the administrative procedures and processes of an international organization.
- Ability to draft and produce correspondence and documents, to manage workloads within a multi-structured environment and to pay attention to detail.
- Ability to work in a multicultural environment and to foster diversity and team spirit.
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Languages
Excellent knowledge of English (both oral and written). Knowledge of French is desirable. Knowledge of other official languages of the Organization would be an advantage.
(Note: The official languages of the Organization are Arabic, Chinese, English, French, Russian and Spanish.)
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Possibility of renewal subject to the availability of funds and pending satisfactory performance after an initial probationary period of one year which can be extended up to a maximum of two years.
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| SALARY |
| Annual net base salary on initial appointment and after deduction for staff assessment is: CHF 78,737 |
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Additional Information:
APPLICATIONS: Applications should be made online through the WMO e-recruitment system at https://erecruit.wmo.int/public/.
Do not send your application via multiple routes. Only applicants in whom WMO has a further interest will be contacted.
Shortlisted candidates may be required to sit a written test and/or an interview.
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| Date of issue of vacancy notice:
19 September 2024
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This vacancy is shown for viewing only. Please follow instructions within the announcement if it is open for application.
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E-RECRUITMENT
