Protocol Assistant (Governing Bodies)

negotiable / YEAR Expired 3 weeks ago
This job has expired.



The leadership and governance of the Organization is assured by the governing; bodies the Health Assembly, Executive Board, and regional committees. The objectives of the Department of Governing Bodies and External Relations (GBS) fall under the strategic objective which focuses on corporate services/enabling functions, with outputs supporting governance and convening.


  • 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.



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


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


  • 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


  • Expert knowledge of English.
  • Expert knowledge of French.


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.


  • 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: 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 ( 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
  • 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.
  • 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.
  • For information on WHO’s operations please visit:
  • This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
  • 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
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Geneva, Switzerland
This job has expired.