Vacancy for a post of Document Management Officer (Contract Agent, FG IV) in the European Asylum
Support Office (EASO)
REF.: EASO/2015/CA/004
Publication External
Title of function Document Management Officer
1. WE ARE
The European Asylum Support Office (hereinafter referred to as "EASO"), established by Regulation
439/2010
1, strengthens European Union (EU) Member States practical cooperation on asylum,
enhances the implementation of the Common European Asylum System (CEAS) and supports Member
States whose asylum and reception systems are under particular pressure.
Specifically, EASO focuses on three main tasks:
1. Supporting practical cooperation among Member States on asylum mainly through training,
quality activities, country of origin information (COI), statistics and analysis, specialized expert
networks, practical cooperation workshops, thematic support on unaccompanied minors,
trafficking in human beings and gender ;
2. Supporting Member States under particular pressure through emergency support, including the
deployment of asylum support teams to assist EU Member States in managing asylum
applications and in putting in place appropriate reception facilities;
3. Contributing to the implementation of the CEAS by collecting and exchanging information on
best practices, drawing up an annual report on the asylum situation in the EU covering the
whole asylum procedure in EU Member States and adopting technical documents, on the
implementation of the new EU asylum acquis.
The organisation chart of EASO can be consulted in the EASO Work Programme on EASO website
(
www.easo.europa.eu).
The headquarters of EASO are located in Valletta Harbour (Malta).
2. WE PROPOSE
The Document Management Officer will be working in the General Affairs & Administration Unit and
will be responsible for the following tasks:
1. Assist the Head of the General Affairs and Administration Unit in planning and implementing
document management strategy;
1
Regulation (EU) No 439/2010 of the European Parliament and of the Council of 19 May 2010 (OJ L 132,
25.5.2010, p.11).
2. Draft, update and implement policies and retention schedules for document management;
3. Organise an intermediary archive rooms with shelves and coordinate the transfer of hard/copy
files from Centres/Unit to this archive room;
4. Implement in close cooperation with IT colleagues, an electronic document management
system;
5. Help design enhancements to the Electronic Document Management System (EDMS), collecting
requirements from Centres/Units;
6. Develop file plans and indexing, where appropriate, to simplify the use of the Electronic
Document Management System (EDMS);
7. Help guarantee document authenticity, particularly in an electronic environment;
8. Review and recommend requests for records equipment, services and supplies;
9. Carry out other related tasks as requested.
3. WE LOOK FOR
A) Eligibility criteria
Candidates will be considered eligible for selection on the basis of the following formal criteria to be
fulfilled by the deadline for applications:
1. A level of education that corresponds to completed university studies of at least 3 years
attested by a diploma
2 and after having obtained the diploma at least 1 year of appropriate
professional experience.
2. Be nationals of one of the Member States of the European Union or of associate countries that
have concluded arrangements on their participation in EASO;
3. Be entitled to their full rights as citizens;
4. Have fulfilled any obligations imposed on them by the laws on military service;
5. Possess a thorough knowledge of one of the official EU languages and a satisfactory knowledge
of another of these languages to the extent necessary for the performance of the duties
pertaining to the post;
6. Meet the character requirements for the duties involved
3;
7. Be physically fit to perform the duties linked to the post
4.
B) Selection criteria
2
Only study titles that have been awarded in EU Member States or that are subject to the equivalence certificates
issued by the authorities in the said Member States shall be taken into consideration.
3
Before the appointment, the successful candidate shall be asked to provide an extract from their police file.
4
Before the appointment, a successful candidate shall be medically examined by one of the institutions'
medical officers in order that EASO may be satisfied that he/she fulfils the requirement of article 28(e) of the Staff
Regulations of the Officials of the European Communities.
If the eligibility criteria set out in section
A) Eligibility criteria are met, candidates will be assessed on
the basis of the following selection criteria. The most suitable candidates evaluated on the basis of the
selection criteria will be invited to an interview.
Essential
1. Professional experience with tasks related to those described under functions and duties.
Advantageous
1. Professional experience in a position related to the aforementioned duties, preferably in a
European Institution, Agency or Body;
2. Post-graduate degree obtained in a field relevant for the above mentioned functions and
duties;
3. Previous experience within an international and multicultural environment;
If selected for interview, candidates may also be assessed in the interview on the basis of the following
criteria:
1. Ability to use electronic office equipment and applications (word processing, spread sheets,
presentations, electronic communication, internet etc.);
2. Ability to work under pressure and meet deadlines on multiple tasks;
3. Excellent analytical capabilities and problem-solving skills;
4. Good communication skills and well developed interpersonal skills;
5. Strong service-oriented attitude and flexibility;
6. Accuracy and attention to details;
7. Knowledge of the mission and organisation of EASO.
Excellent written and oral command of English, as well as ability to use electronic office equipment and
applications (word processing, spread sheets, presentations, electronic communication, internet etc.)
are essential. Candidates will be also assessed on the above by written test.
4. SELECTION AND APPOINTMENT
The Regulation which provides the legal basis for EASO was adopted in May 2010 (Official Journal of the
European Union L 132 of 29.5.2010).
Eligibility of candidates will be assessed by a Selection Committee according to compliance with all
eligibility criteria by the closing date for the submission of applications.
The applications of the eligible candidates will also be assessed against the selection criteria. Following
that assessment, the best ranked candidates may be invited for a written competency test and an
interview, which will be held for the most part in English.
The interview will consist of the following components:
�
General aptitude and language abilities to the extent necessary for the performance of their
duties in accordance with Article 12.2(e) of the Conditions of Employment of other Servants of
the European Communities (CEOS);
�
Specific competences with reference to the applicants' profiles in line with the selection criteria
of the present Vacancy Notice.
Candidates invited to an interview will be required to bring with them originals and copies or officially
certified copies of the documents listed below:
�
A document proving their citizenship (e.g. passport);
�
Certificates attesting their educational and professional qualifications, in particular those giving
access to the profile in question;
�
Documentary evidence of their professional experience after the date on which the candidate
obtained the qualification giving access to the profile in question, clearly indicating the starting
and finishing dates, whether full or part time, and the nature of the duties carried out.
The Selection Committee will propose a short list of successful candidates to the Appointing Authority,
who will decide on the appointment of the successful candidate and the establishment of a reserve list
for the post advertised. Candidates shall note that inclusion on the reserve list does not guarantee
recruitment. Recruitment will be based on availability of posts and budget.
The reserve list for this post will be valid until 31 December 2015 and may be extended at the discretion
of the Appointing Authority.
Prior to contract signature, the successful candidate will be asked to undergo a compulsory medical
examination by one of the institutions' medical officers in order that EASO may be satisfied that he/she
fulfils the requirement of Article 28(e) of the Staff Regulations of the Officials of the European
Communities.
5. EQUAL OPPORTUNITIES
EASO applies an equal opportunities policy and accepts applications without distinction on the grounds
of sex, race, colour, ethnic or social origin, genetic features, language, religion, political or any other
opinion, membership of a national minority, property, birth, disability, age or sexual orientation.
6. CONDITIONS OF EMPLOYMENT
Committee, following the selection procedure.
He/she will be recruited as a Contract Agent pursuant to Article 3a of the CEOS for a period of 3 years
which may be renewed. The Contract Agent post in question will be placed in group FG IV.
Successful candidates who are recruited will undergo an initial probation period of nine months.
The pay for a
Contract Agent FG IV (step 1) consists of a basic salary of EUR 3170.61 weighted by the
correction coefficient (for Malta currently 83.4%) supplemented with various allowances, including
expatriation and family allowances. The salaries of staff members are subject to a Community tax
deducted at source. Staff members are exempt from national tax on salary and are members of the
Community social security and pension schemes.
For further information on working conditions of temporary staff please refer to CEOS:
http://eurlex.
europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20140101:EN:PDF
The place of employment is
Valletta Harbour (Malta).
7. APPLICATION PROCEDURE
For applications to be valid, candidates shall:
�
Use and duly complete the official application form provided on the EASO website
�
Send their application to by email to : applications@easo.europa.eu by the deadline
�
The subject of the e-mail should include the reference of this vacancy, followed by the
candidate's surname.
Incomplete applications will be disqualified and treated as non-eligible. Candidates who use the same
application to apply for more than one post will also be disqualified.
Please note that the selection process may take several months.
Supporting documents (e.g. certified copies of degrees/diplomas, references, proof of experience, etc.)
should not be sent at this stage but must be submitted at a later stage of the procedure when
requested.
In order to facilitate the selection process, all correspondence to candidates concerning this vacancy
will be in English.
Under no circumstances should candidates approach the Selection Committee, directly or indirectly,
concerning this recruitment. The Appointing Authority reserves the right to disqualify any candidate
who disregards this instruction.
Closing date:
The closing date for submission of the applications is
30 April 2015 at 13:00h (Brussels time). EASO will
disregard any application received after that date and time.
Applicants are strongly advised
not to wait until the last day to submit their applications, since heavy
internet traffic or a fault with the internet connection could lead to difficulties in submission. The EASO
cannot be held responsible for any delay due to such difficulties.
If at any stage in the procedure it is established that any of the information provided by a candidate
is incorrect, the candidate in question will be disqualified.
8. DATA PROTECTION
The purpose of processing of the data submitted by the candidate is to manage application(s) of the
candidate in view of a possible pre-selection and recruitment at EASO.
EASO does not make public the names of successful candidates on reserve lists. However, it is possible
that, for the purposes of recruitment and related planning purposes, members of the EASO
management team may have access to reserve lists and, in specific cases, to the application form of a
candidate (without supporting documents, which are kept in confidence by the personnel department).
Application files are kept for five years from the establishment date of the reserve list after which time
they are destroyed.
The personal information requested will be processed in line with Regulation (EC) N� 45/2001 of the
European Parliament and of the Council of 18 December 2000 on the protection of individuals with
regard to the processing of personal data by the EU institutions and bodies and on the free movement
of such data.
9. APPEAL PROCEDURES
If a candidate considers that he/she has been adversely affected by a particular decision, he/she can
lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the European Communities
and the CEOS, at the following address:
The Executive Director
European Asylum Support Office
MTC Block A, Winemakers Wharf, Grand Harbour Valletta, MRS 1917
Malta
The complaint must be lodged within three months. The time limit for initiating this type of procedure
starts to run from the time the candidate is notified of the act adversely affecting him/her.
Vacancy Notice N� e34/2015
Data Management Specialist (Grade B4)
Directorate General of Administration
Directorate of Information Technology
Closing date: 15 April 2015
Location : Strasbourg
Job mission
FIXED-TERM CONTRACT
Under the authority of the Director of Information Technology, the incumbent will help to:
- organise structured data within a data model to make it easier to seek information and help the organisation identify its main strategies;
- create a data repository and databases on the basis of the information gathered and ensure that they are reliable and transmissible.
Key activities
The incumbent�s main duties will be to:
- identify the organisation�s needs with a view to designing and implementing realistic business and data models;
- define and assess the quality of data;
- assist in ensuring the storage and the reliable maintenance of data within a referential database;
- Provides data cleansing, coherence, consolidation, updating, elimination of duplication and the establishment of baseline data descriptive of the Organisation.
Please note that the incumbent may be required to perform other duties not listed in the vacancy notice.
Eligibility Requirements
Only applicants who best meet the following criteria will be considered for shortlisting.
� Qualifications:
Completed full course of general secondary education and appropriate professional qualifications in the field of Data Management such as a university diploma of technology (DUT) or equivalent.
A higher qualification (master or equivalent) in the field of data processing technologies would be an advantage.
� Experience:
At least two years of professional experience after obtaining the requisite qualification, in one or more of the following key areas:
- Design and development of Business Information models
- Logical and Physical data models
- Data standards and procedures
- Data integration
- Reference and Master Data Management
- Data Warehousing
- Database Management.
� Language requirements: very good written and oral knowledge of one official language (English or French) and practical knowledge of the other.
� Nationality: nationality of one of the 47 member states of the Council of Europe
� Age: under 65 on the closing date of the vacancy notice.
Competencies
Essential:
� Professional and technical competencies:
o Technical competencies: proven practical knowledge of most of the aforementioned key areas of experience; proficiency in the SQL coding language and data modelling.
o Professional competencies: work planning and organisation; analytical thinking and problem-solving; capacity for efficient planning and organisation of the tasks assigned.
� Interpersonal skills: service and client orientation, teamwork, ability to advise and build relations.
� Personal attitudes: initiative and responsibility, results oriented and desire for continuous improvement, concern for quality and efficiency.
� Communication and linguistic skills: ability to listen and communicate; ability to draft clearly, accurately and concisely.
Desirable:
� Professional and technical skills: Business Process Management, relevant certification.
� Communication and linguistic skills: knowledge of other European languages would be an advantage.
For more information, please refer to the Council of Europe Competency inventory.
Additional information
Applications must be made in English or French using the Council of Europe on-line application system. By connecting to our website www.coe.int/jobs you can create and submit your on-line application. Applications must be submitted at the latest 15 April 2015 (midnight Central European Time).
The selection procedure consists of shortlisting, assessment(s), and a panel interview. Assessments may include one or more of the following: ability tests, behavioural questionnaires, job-related examinations, situational exercises, language tests, interviews and full assessment centres. At least one assessment will be eliminatory.
Depending on the number of applicants, the length of the required professional experience may be increased.
Candidates with the best results in the previous stages of the procedure (tests, exams, etc.) will, as a last stage of the procedure, be invited for an interview with a panel.
Following this competition, a reserve list of successful candidates, in order of merit, may be established. This list will be valid for two years with the possibility of extending it to a maximum of four years. It should be noted that placement on a reserve list does not give candidates the right to an appointment within the Council of Europe. The choice of candidates from a reserve list is not made solely according to the order of merit but also takes into account the requirements of the position to be filled and the qualifications of the candidates.
During the period of validity of the reserve list, candidates on the list may be offered employment on a fixed-term contract, which may be renewed one or several times. There is a statutory probationary period of two years.
The compulsory retirement age is 65.
Details on conditions of employment including salaries, allowances, pension scheme and social insurance can be consulted on our recruitment website.
Under its equal opportunities policy, the Council of Europe is aiming to achieve parity in the number of women and men employed in each category and grade. In the event of equal merit, preference will therefore be given to the applicant belonging to the under-represented sex.
The Council of Europe welcomes applications from all suitably qualified candidates, irrespective of gender, disability, marital or parental status, racial, ethnic or social origin, colour, religion, belief or sexual orientation.
During the different stages of the recruitment procedure, specific measures may be taken to ensure equal opportunities for candidates with disabilities.
The Organisation
The Council of Europe is the continent�s leading organisation in the protection of human rights, democracy and rule of law. It was founded in 1949 in order to promote greater unity between its members and now includes 47 member states, all having signed up to the European Convention on Human Rights.
By Statute, the Council of Europe has two constituent organs: the Committee of Ministers, composed of the member States� Ministers for Foreign Affairs, and the Parliamentary Assembly, comprising delegations from the national parliaments. The Congress of Local and Regional Authorities of Europe represents the entities of local and regional self-government within the member States. The Commissioner for Human Rights is an independent and impartial institution within the Council of Europe mandated to promote the awareness of and respect for human rights in member states.
The European Court of Human Rights is the judicial body which oversees the implementation of the Convention in the member states. Individuals can bring complaints of human rights violations to the Strasbourg Court once all possibilities of appeal have been exhausted in the member state concerned.
The Council of Europe has its permanent headquarters in Strasbourg (France) and in addition it maintains external presence in more than twenty countries. More information about Council of Europe external presence.
Data research and management intern
23-03-2015 | 06-04-2015 |
Geneva Secretariat | SWITZERLAND |
- | |
Internship | |
IFRC00518 | |
Apply with LinkedIn� |
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian organization, with 189 member National Societies. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality.
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world�s largest humanitarian network, reaching 150 million people each year through its 189 member National Societies. We act before, during and after disasters and health emergencies to meet the needs and improve the lives of vulnerable people. The Federation Secretariat is organized in four Business Groups concerned, respectively, with Programme Services, National Society and Knowledge Development, Humanitarian Values and Diplomacy, Governance and Management Services. The Programme Services Division has the lead responsibility to deliver on Aim 1 of Strategy 2020 while providing substantive support to achieve Aims 2 and 3. The Disaster and Crisis Management Department has been created to re-align existing capacities to respond to a changing disaster environment. The Disaster and Crisis Management Department is tasked with increasing and improving organisational preparedness for response at all levels of the International Federation of Red Cross and Red Crescent in order to save lives and livelihoods and support emergency response and post disaster recovery while paving the way towards sustainable development (LRRD). The DREF is the International Federation�s Fund for supporting immediate disaster response by the National Societies and is managed by the Secretariat, with one senior officer and one senior assistant in charge of the everyday management of the Fund in Geneva, and an officer in Africa Zone office supporting use of DREF by African National Societies. It provides allocations as loans or grants depending on the scale of the response operation and has an annual budget of around CHF 20 million, with funding contributed by governments, institutional, corporate and private donors through an annual plan.
The DREF was set up in 1985 by the IFRC and has therefore been supporting National Societies to deliver immediate assistance to people affected by disasters for 30 years. The Secretariat, supported by the DREF advisory group which is made up of representatives of 6 partner National Societies representing the major donors to DREF, is organizing an event to celebrate the 30 year anniversary in September 2015. One of the deliverables agreed by the working group, set up to support the organisation of the event, is a chronological history of the use of DREF.
Financial data on DREF operations has been kept since 1994, but before this date only paper records were kept. The data research and management intern will research and document the data available on DREF allocations made since 1985 and document all allocations in excel format to allow exploitation of the data and its use in a chronological history of the DREF, with the aim to provide factual information of RC/RC disasters response over the last 30 years and drive evidence-based research and analysis on principled humanitarian action and silent disasters.
Financial data on DREF operations has been kept since 1994, but before this date only paper records were kept. The data research and management intern will research and document the data available on DREF allocations made since 1985 and document all allocations in excel format to allow exploitation of the data and its use in a chronological history of the DREF, with the aim to provide factual information of RC/RC disasters response over the last 30 years and drive evidence-based research and analysis on principled humanitarian action and silent disasters.
� Carry out research in existing archives and collect data on all the DREF allocations since 1985 and record in an excel spreadsheet
� Exploit information in financial reports and add information on allocations made to the record
� Take data from existing lists of allocations and harmonize with the chronological record
� Develop statistics based on the data recorded
� Collect and record further information on identified operations and/or type of response through research in the operations files in the archives
� Present the information and statistics in a final report
� Exploit information in financial reports and add information on allocations made to the record
� Take data from existing lists of allocations and harmonize with the chronological record
� Develop statistics based on the data recorded
� Collect and record further information on identified operations and/or type of response through research in the operations files in the archives
� Present the information and statistics in a final report
University graduate or under-graduate, required.
Experience of carrying out research projects, required.
Proven experience in data collection and analysis, required.
Proven experience in data collection and analysis, required.
Excellent data analysis and use of excel or other data management tools, required.
Good written communication skills, required.
Experience of, or proven interest in humanitarian assistance, preferred.
Fluently spoken and written English, required.
Good command of another IFRC official language (French, Spanish or Arabic), preferred.
Good written communication skills, required.
Experience of, or proven interest in humanitarian assistance, preferred.
Fluently spoken and written English, required.
Good command of another IFRC official language (French, Spanish or Arabic), preferred.
The Federation is an equal opportunity employer
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United Nations Core Values: Integrity, Professionalism, Respect for Diversity | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
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Vacancy Notice No: HQ/15/GMG/FT145 Title: Assistant Grade: G4 Contract type: Fixed-Term Appointment Duration of contract: Two years - Renewable, subject to satisfactory performance and continuing need for the post | Date: 19 March 2015 Application Deadline: 9 April 2015 Duty Station: Geneva, Switzerland Organization unit: HQ/GMG General Management (HQ/GMG) / HQ/OSS Operational Support and Services (HQ/OSS) HQ/RAS Records and Archives (HQ/RAS) | |||||||||||||||||||||||||
OBJECTIVES OF THE PROGRAMME : The objective of Logistics Support Services (LSS) within the Department of Operational Support and Services (OSS) is to ensure access to timely and effective logistics support, in order to facilitate implementation of technical programs at all organizational levels The sub-units of LSS are RAS (Records and Archives), CEC (Conference and Events Coordination), SOS (Staff Orientation Services), GCT (Global Conference and Training Centre), and TRV (Travel). Incumbent is in daily contact with supervisor and others (within and without the Records and Archives unit) about folder structure, naming convention, and identification of correct donors. | ||||||||||||||||||||||||||
Description of duties: 1. (50%) Treat Resource Mobilization records for HQ and Regional Offices: create donor structure in Livelink Records Management (LLRM) according to agreements and supporting documents sent by staff, scan, name and upload paper documents, upload electronic copies of agreements and supporting documents sent by Regional Offices, rename documents as necessary and add/adjust metadata as necessary, notify users and send links. 2. (20%) Monitor and identify inconsistencies or mistakes in Resource Mobilization folder structure, folder names, document names, and metadata entry (correct mistakes and recommend procedural changes to avoid future mistakes, take part in liaison with Regional Offices, Planning, Resource Coordination (PRP), and Finance in order to maintain coordinated approach to folder structure, naming convention, and metadata entry) 3. (10%) Add Award Numbers provided by Finance to folder titles to LLRM, with a special focus on cases where it is difficult to determine the the relationship between donor agreements and the award numbers established by Finance to which folder the Award Number relates. 4. (10%) Process donor agreement records remaining in older records management systems and enter them in the new system, liaise with Finance, Resource Mobilization and health technical units to retrieve paper originals of older documents where possible. 5. (10%) Continue electronic migration of WHO HQ Resource Mobilization records from old to new electronic records management system (transfer electronic images of documents, transfer related metadata according to modified classification scheme, including adaptations required if metadata fields in the systems do not correspond, make necessary cross-references or adjustments regarding organization of paper originals, considering differences between current and new classification schemes) | ||||||||||||||||||||||||||
REQUIRED QUALIFICATIONS | ||||||||||||||||||||||||||
Education: Essential: Completion of secondary education, technical school, or commercial school. Desirable: Training in computer skills, including training in electronic records management software.Training in archives or records management is a strong asset. WHO only considers higher educational qualifications obtained from an accredited institution. | ||||||||||||||||||||||||||
Skills: An understanding of an international organisation structure similar to WHO structure, and an understanding of the various forms of donor agreements and supporting documents encountered in organizations such as WHO. Good knowledge of Records and Archives policies and procedures and of professional standards, and skills in using electronic records management skills. All of these are updated on the job, with additional formal software training provided as required. WHO competencies: Knowing and managing yourself Producing results Fostering integration and teamwork | ||||||||||||||||||||||||||
Experience: Essential: 3 years relevant working experience, at least two of them in an archives or records management programme. Desirable: Experience in an international environment is a strong asset. | ||||||||||||||||||||||||||
Languages: Essential: Expert knowledge of English and intermediate knowledge of French. | ||||||||||||||||||||||||||
Additional Information: This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of each office. This vacancy is published in English only. Please visit the following websites for detailed information on working with WHO: http://www.who.int (To learn more about WHO's operations ) http://icsc.un.org Click on: Quick Links > Salary Scales > by date | ||||||||||||||||||||||||||
Annual salary: (Net of tax) CHF 68611 at single rate CHF 68611 with primary dependants | ||||||||||||||||||||||||||
This vacancy notice may be used to fill other similar positions at the same grade level.
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