Ombudsperson Assistant: Confidential Intake & Coordination

WHO; Genf; On-site; CHF 90,000 - 120,000; Full time

Job summary

The Office of the Ombudsperson and Mediation Services at WHO in Geneva seeks an Assistant Ombudsperson to serve as the first point of contact, handling inquiries with tact and discretion, ensuring confidentiality, and triaging cases according to urgency.

You will support staff by preparing briefing notes, guiding on Staff Rules and policies, maintaining case records, and coordinating meetings, seminars, and workshops, contributing to a fair and respectful workplace.

Qualifications

• Minimum of 8 years of experience in administrative positions, HR, staff relations, or related support functions.
• Desirable: senior administrative experience within WHO or another UN organization.
• Familiarity with WHO administrative procedures and ERP systems like Oracle.
• Excellent tact, discretion, and ability to triage complex inquiries.
• Strong data handling and confidentiality.
• Proven briefing note preparation and guidance skills.

Responsibilities

• Serve as initial contact and handle inquiries with tact and discretion.
• Screen inquiries, triage cases by urgency, and direct to appropriate services.
• Schedule appointments and maintain confidentiality of spaces.
• Prepare briefing notes and provide guidance on Staff Rules and policies.
• Record case information and generate statistics for reports.
• Organize meetings, seminars, and annual Ombudsperson meetings.
• Support work plans, budgets, procurement, travel, and website management.

Skills

Tact & discretion

Active listening

Confidentiality

Independence

Neutrality

Informality

Research & analysis

Briefing notes

Guidance & advice

Database management

Statistics extraction

Meeting organization

Presentation preparation

Administrative support

Office software

Triage skills

Good judgment

Education

Secondary education

Higher education (desirable)

Tools

Oracle ERP

Job description

The Office of the Ombudsperson and Mediation Services at WHO in Geneva seeks an Assistant Ombudsperson to serve as the first point of contact, handling inquiries with tact and discretion, ensuring confidentiality, and triaging cases according to urgency.

You will support staff by preparing briefing notes, guiding on Staff Rules and policies, maintaining case records, and coordinating meetings, seminars, and workshops, contributing to a fair and respectful workplace.