Assistant Ombudsperson

Job Posting Organization:
The Office of the Ombudsperson and Mediation Services is part of the World Health Organization (WHO), which was established in 194

• The organization aims to promote health, keep the world safe, and serve vulnerable populations. The Office of the Ombudsperson specifically focuses on fostering a workplace culture that aligns with WHO's Values Charter, emphasizing ethical integrity and respect for diversity and rights. The office plays a crucial role in conflict prevention and resolution, ensuring a safe and equitable work environment for all personnel. WHO operates in over 150 countries and employs thousands of staff members worldwide, dedicated to improving global health outcomes.

Job Overview:
The Assistant Ombudsperson serves as the initial point of contact for visitors seeking assistance regarding workplace issues. This role requires a high degree of tact and discretion, as the assistant must listen carefully to visitors, gather pertinent information, and clarify the role of the Office. The assistant is responsible for triaging cases based on urgency and redirecting visitors to appropriate services when necessary. The position demands a commitment to confidentiality, independence, and neutrality, adhering to the IOA Code of Ethics and Standards of Practice. The assistant will also prepare files, conduct research, and analyze information to support the Ombudsperson in addressing cases effectively. This role involves significant interaction with staff at all levels, providing guidance and advice, and maintaining accurate records of case information. The assistant will also organize meetings and seminars, participate in the UNARIO network, and assist in preparing reports and presentations, contributing to the overall mission of the Office.

Duties and Responsibilities:

• Welcome visitors with tact and discretion, gathering all relevant information regarding their queries.
• Clarify the role of the Office and use sound judgment to triage cases based on urgency.
• Schedule appointments and ensure office spaces maintain confidentiality.
• Prepare visitor files by extracting background information from WHO databases.
• Research and analyze issues brought to the Ombudsperson's attention, preparing briefing notes and summaries.
• Provide guidance and advice to staff at all levels, liaising with specialists as needed.
• Record case information in the OMB case list database and monitor it.
• Extract statistics and assist in preparing regular reports on trends and systemic issues.
• Organize meetings, seminars, and workshops, taking notes and preparing reports. 1
• Participate in UNARIO meetings and contribute to information exchanges. 1
• Maintain office documentation and administer surveys while ensuring confidentiality. 1
• Assist in preparing presentations and annual reports, compiling statistics and designing charts. 1
• Support the Ombudsperson in workplan preparation, budget monitoring, and procurement activities. 1
• Manage the OMB website and SharePoint site for information dissemination.

Required Qualifications:
Essential qualifications include completion of secondary school education or equivalent, with a minimum of 8 years of experience in administrative roles, HR, or staff relations. Desirable qualifications include higher education and experience in senior administrative positions within WHO or other UN organizations. Familiarity with WHO administrative rules and Oracle-based ERP systems is also advantageous. The candidate should possess strong organizational skills, attention to detail, and the ability to maintain confidentiality and professionalism in all interactions.

Educational Background:
The position requires at least a secondary school education or equivalent. While higher education is not mandatory, it is considered an advantage and may enhance the candidate's suitability for the role.

Experience:
Candidates must have a minimum of 8 years of relevant experience in administrative positions, human resources, or staff relations. Experience in a senior administrative role within WHO or another UN organization is desirable, as is familiarity with WHO's administrative rules and procedures. Proficiency in using Oracle-based or other ERP systems is also beneficial.

Languages:
Essential language skills include expert knowledge of English and French. Intermediate knowledge of another official UN language is desirable, enhancing communication capabilities within the diverse workplace.

Additional Notes:
The position offers an attractive remuneration package, starting at an annual net base salary of CHF 87,183, subject to deductions for pension contributions and health insurance. Staff members receive 30 days of annual leave. The recruitment process may involve a written test or video assessment, and candidates must provide scanned copies of required qualifications. WHO emphasizes diversity and inclusion, encouraging applications from women, persons with disabilities, and nationals from underrepresented Member States. The organization has a smoke-free environment and does not recruit smokers. The successful candidate must confirm vaccination status as required by WHO before starting the assignment.