Administrative Officer

Vacancy Notice No: HQ/13/IER/FT517 Title: Administrative Officer Grade: P3 Contract type: Fixed-Term Appointment Duration of contract:  One year	Date: 21 November 2013 Application Deadline: 12 December 2013 (5 day(s) until closing deadline) Currently accepting applications Duty Station:  Geneva, Switzerland   Organization unit: HQ/IER Information, Evidence and Research (HQ/IER) / HQ/KMS Knowledge Management and Sharing (HQ/KMS) WHP WHO Press
OBJECTIVES OF THE PROGRAMME : WHO Press (WHP) is located in the Department of Knowledge Management and Sharing (KMS), which is part of the Health Systems and Innovation (HIS) cluster at the World Health Organization (WHO). The mission of KMS is to help bridge the knowledge gap in health, through access to health information, knowledge translation and entrepreneurship, sharing experiential knowledge, and leveraging e-health. The mission of WHP is to support WHO's publishing activities throughout the Organization and to ensure the global marketing, promotion, sales and dissemination of WHO information products with a view to fostering knowledge transfer.
Description of duties: 1. To manage and coordinate the WHO/HQ dissemination programme for WHO information products for both sales and gratis distribution to obtain increased cost-efficiencies and better impact with specific emphasis on the development and implementation of the free dissemination programme. a. Discusses specific projects with clusters and health professionals/information producers in technical programmes and provides information on the production process, timelines, dissemination and dispatch, and projected costs etc. and provides value-added suggestions or recommendations to assist them in the timely and cost-effective production and dissemination of high-quality information products. b. Analyses the various scientific, technical and medical information products (including individual priced information products, categories of products, and products in different formats), target audiences, cluster requirements/objectives, current dissemination policies and practices and related costs/budgets, as well as external partner/client requests etc. to develop dissemination proposals and related plans and strategies. c. Develops plans and strategies involving negotiation of balanced agreements with internal and external clients/partners to support dissemination of both priced and unpriced WHO information products. d. Manages the implementation of dissemination plans and prepares instructions for distribution of products by the units concerned or external entities using the most cost-effective mechanisms. e. Maintains the core lists of review journals and subject-area journal lists in consultation with technical units for use by the Sales and Marketing group. f. Supervises staff and coordinates with various services (both internal and external) in the delivery of services. g. Follows up and develops solutions to resolve related problems. 2. To develop new cost-effective approaches, strategies and solutions regarding the dissemination programme, taking into consideration current economic pressures, new technologies and target audiences, etc. This work involves adopting/developing new technologies, work methods, policies and procedures, as well as negotiating new agreements regarding reductions in gratis products, discounts or other alternatives with members of the network of recipients of gratis products, while ensuring WHO dissemination objectives (not sales income) continue to drive strategies. 3. To ensure quality control of WHO information products through management of the clearance and processing of the Approval for Printing (WHO 45.3 or equivalent) form. a. Reviews and verifies publishing information (International Standard Book Number (ISBN), WHO reference number, International Standard Serial Number (ISSN), Cataloguing-in-Publication (CIP) data and barcode) in accordance with required standards. b. Reviews and verifies the preliminary pages (including the cover and title pages, table of contents, acknowledgements, etc.) for compliance with the WHO publications policy, paying particular attention to the WHO copyright notice, standard disclaimers, WHO logo and other logos. c. Checks clearances, determines whether other WHO units (e.g. Department of Communications, Office of the Legal Counsel) should be approached for further consultation and takes appropriate action. d. Checks and confirms the print run needed to perform the distribution requested. e. Liaises between the printing services (internal and external) and technical units to discuss projects, resolve problems and ensure printing can proceed in a timely manner. 4. To coordinate and manage the dispatch of invitations and other documentation to Member States, United Nations agencies, intergovernmental organizations, nongovernmental organizations and Executive Board members. a. Works with the Department for Governing Bodies and External Relations and the Distribution Service to coordinate the dispatch of invitations and governing body documentation, as well as notes verbale and circular letters to governments and permanent missions. b. Liaises with the Secretariat of the WHO Framework Convention on Tobacco Control and the Distribution Service to coordinate the dispatch of invitations and documentation relating to the Framework Convention. c. Takes action to resolve related problems. 5. To act as the WHO/HQ focal point for dissemination. a. Participates in meetings or working groups on the establishment or revision of WHO policies and guidelines relating to information products and related processes, including the WHO eManual. b. As required, prepares reports and proposals ranging from changes in the Organization's policy concerning free dissemination of information products to improved mailing list systems, the marketing and dissemination of specific information products, and proposals for the improved delivery of services. c. Liaises with the Sales and Marketing group on various issues such as identifying information products that could potentially be placed on sale. d. Works with ITT in the development of improved technologies. e. Briefs management and staff on publishing processes and practices and assists in the development and delivery of related training. f. Provides back-up support to the Marketing Officer for the assignment of ISBNs, etc. g. Performs other duties as required.
REQUIRED QUALIFICATIONS
Education: Essential First-level university degree relating to the production and dissemination of scientific, technical and medical information products. For WHO staff, please see WHO e-Manual III, 4.1, paragraph 220. Desirable Specialized studies in marketing and/or physical distribution/logistics and/or direct mail management with a focus on international aspects thereof.
Skills:  Comprehensive knowledge of the scientific, technical and medical information products produced at WHO and the various global audiences interested in these products. Detailed knowledge of production and dissemination processes and related systems as well as knowledge of the latest developments and technologies. Knowledge of WHO publication policies and practices. Ability to coordinate activities in a team environment and with multiple service areas within short time frames and strict deadlines. Excellent communication and interpersonal skills combined with the ability to negotiate balanced agreements on distribution strategies with WHO information producers and external partners/clients. Competencies: *1. Producing results *2. Moving forward in a changing environment *3. Communicating in a credible and effective way 4. Creating an empowering and motivating environment
Experience: At least five years of experience in the production and dissemination of scientific, technical and medical information products, some of which at the international level. Experience in the dissemination of scientific, technical and medical information using electronic means. Experience in the publishing process, with emphasis on maintaining quality control of the printing of information products in accordance with international and WHO standards and policies. Experience in managing multiple-step publication production and distribution processes involving coordination with multiple in-house services.
Languages: Expert knowledge of English and French. Knowledge of another UN language an asset.
Additional Information: The following priority order will be observed in the screening of candidates: 1. WHO staff members (Continuing, Fixed-term and Temporary appointments), 2. External candidates. Other similar positions at the same level may be filled from this vacancy notice. A written test may form part of the screening process. This Vacancy Notice is published in English only.
Annual salary: (Net of tax) USD56 091 at single rate USD60 091 with primary dependants	Post Adjustment: 103.3 % of the above figure(s). This percentage is to be considered as indicative since variations may occur each month either upwards or downwards due to currency exchange rate fluctuations or inflation.
A written test and interviews may be used as a form of screening
Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at:www.who.int/employment. The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.
WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.