Protocol Assistant

DESCRIPTION OF DUTIES

Provides administrative support, to the preparation of the Health Assembly (WHA), Executive Board (EB), other governing body meetings, and committees and groups established. Is responsible for the preparation of special invitation letters to Observers, EB Chair, Vice- Chairs, and keynote speakers, and special guests. Responds to queries from Member States, Regional Offices, Permanent Missions, and WHO staff on matters relating to the organization of the meetings. Compiles information on regional proposals for Elective Posts and election of new members of the Executive board. Prepares WHA documentation related to elective posts: white papers for the meetings of the General Committee, and WHA in session documents for election of incoming EB Members. Assists in support of arrangements for the Invited Speakers at WHA. Provides general administrative and secretarial support service for the meetings. Compiles appropriate reference materials on specific issues, as required. Assists in support of the conduct of meetings of the Health Assembly (WHA), Executive Board (EB), other governing body meetings, and committees and groups established, working independently. Prepares correspondence to keynote speakers and special guests at these meetings, and follow-up with Permanent Missions or as appropriate. Prepares seating plans for governing body meetings, and provides advice and guidance on the seating plans and precedence for high-level meetings of the Secretariat.  Arrangements for the WHA Opening Ceremony: welcome protocol of guests, arrival arrangements at UN and Assembly Hall, seating plans and precedence on the podium, liaising with appropriate protocol offices, UN Protocol Office, and with Swiss Permanent Mission.  High-level Welcome: Prepares scenario for the first day of WHA(excluding HLS), seating plans for podium, guests, and Secretariat. Liaise with guests or their entourage and follow up on participation. Manages several sensitive databases collecting contact details of MOH, MOFA, HOS/Gov, and other high-level government officials.  Makes sure this information is accessible, up-to-date and shared appropriately. Manages OLA outlook mailbox (focal point) and liaises with regional staff, Permanent Missions and others to ensure up-to-date data. Briefs, provides guidance, and advises staff on use of OLA database and its functions. Liaises with the Legal Office on issues arising regarding communication with Members States, territories and areas. Verifies data, identifies errors/problems and resolves in collaboration with Programme Analyst. Seeks ways to improve the database together with Programme Analyst. Supports relations with Member States:-Prepares formal correspondence with Member States and Permanent Missions for DGO. Responds to queries from Permanent Missions and governments. Reviews correspondence with MOFA, MOH, Heads of States/Government, and other high-ranking officials for protocol and language. Reviews and edits high-level official correspondence addressed to Heads of State/Government, MOFA, MOH, and other high-ranking officials for correct protocol, analyzing context, and letters for technical political implications. Provides strategic protocol advice and guidance to HQ staff on the appropriate protocol for official correspondence with Member States and on the most efficient ways to communicate with Member States and high-level officials.  Updates Guidelines for correspondence addressed to Heads of State/Government, MOFA, MOH, and other high-ranking officials, when needed. Provides strategic protocol advice on organizing and managing the reception of high-profile guests and delegations, on precedence in agendas and seating plans, and participants lists.

REQUIRED QUALIFICATIONS

Education

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

Experience

Essential : Eight years of secretarial or administrative experience, preferably with the Organization, plus at least three years in a more senior administrative support position.

Skills

Mandatory competencies Technical Expertise Overall attitude at work. The incumbent maintains and updates proficiency in the use of modern office technology through in-house courses, on-the-job training, or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations, and organizational structure in WHO. He/she continues the study of correspondence guidelines, WHO Style guide, Rules of Procedure, and Constitution, and particularly changes of procedures/practices related to communications with Member States and changes affecting the preparation and running of governing body meetings.

WHO Competencies

Teamwork Respecting and promoting individual and cultural differences Communication Producing results Knowing and managing yourself

Use of Language Skills

Essential :

Expert knowledge of English. Expert knowledge of French.

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