Assistant (Mediator)

• 16 October 2026
• 100%
• Indefinite duration
• Geneva

Join WHO as an Ombudsperson Assistant in Geneva. An enriching opportunity in an ethical and inclusive environment.

Tasks ##

• Welcome visitors with discretion and professionalism.
• Prepare files and briefing notes for the Ombudsperson.
• Organize meetings and seminars to promote a respectful working environment.

Skills ##

• Secondary diploma and 8 years of experience in administration or human resources.
• Communication and interpersonal skills.
• Proficiency in word processing and database software.

Job Description - Assistant (Mediator) (2601821)

Assistant (Mediator) - (2601821)

Grade: G6

Contract type: Fixed-term contract

Contract duration (Years, Months, Days): One year

: 9 Oct. 2026, 15:22:09

: 29 Oct. 2026, 22:59:00

: Switzerland-Geneva

: HQ/GPA Governance, Partnerships and Accountability

: Full time

IMPORTANT NOTICE: Please note that the application deadline indicated above reflects the system settings of your personal device.

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PROGRAM OBJECTIVES

The Office of the Ombudsperson and Mediation Services contributes to the development and strengthening of an organizational culture and a working environment that respect the WHO Charter of Values, ethical and functional integrity, as well as the dignity, diversity, and rights of all staff. The Office promotes a safe, equitable, and inclusive working environment through conflict prevention, informal dispute resolution, mediation, early identification of systemic issues, and the promotion of fair and respectful professional practices.

DESCRIPTION OF FUNCTIONS

• As the first point of contact, welcome visitors with tact and discretion, listening to them attentively in order to obtain all relevant information relating to their request.
• Ask questions and rephrase if necessary. Clarify, if needed, the role of the Office. Use, as appropriate, sound judgment and triage skills to decide on the urgency of cases/redirect visitors to the appropriate person/service and/or inform them of the timelines for formal procedures.
• Filter visitors/calls with tact and discretion, schedule appointments to avoid conflicts, and ensure that office spaces are appropriate in terms of confidentiality.
• Constantly respect the principles of the function and the Office: confidentiality, independence, neutrality, and informality in accordance with the Code of Ethics and the IOA Standards of Practice.
• Prepare files for visitors, extracting all substantive information from WHO databases as appropriate.
• Research and analyze information and questions brought to the attention of the Ombudsperson, prepare briefing notes and summaries to provide them with relevant provisions of the Staff Rules, policies and procedures, similar cases, and practices, using HR resources, internal knowledge, and sound judgment as appropriate. Discuss cases with the Ombudsperson constantly.
• With the utmost tact and discretion, provide advice and guidance to staff at all levels upon their request or that of the Ombudsperson or in their absence (preparing briefing notes for them), contact staff who have consulted the Ombudsperson to follow up on their situation, collaborate with specialists (HR, management officers, etc.) to obtain additional information as appropriate (with the visitor's consent) without any breach of confidentiality.
• Record case information in the OMB case list database and follow up, in liaison with the Ombudsperson, to complete information on IOA problem categories, number of visitors, originating cluster/department, outcome, etc.
• Obtain appropriate data relating to visitors of the Ombudsperson filing an appeal with the HBA and/or the ILO Administrative Tribunal (ILO database).
• Constantly extract statistics for the Ombudsperson and assist them in preparing their regular generic reports to the DGO on systemic trends/issues.
• Organize meetings, lunch-hour seminars, workshops, videoconferences with staff and the Ombudsperson - organize the annual meeting of Ombudspersons with WHO Regional Ombudspersons, take notes, and prepare reports.
• As a member of UNARIO (United Nations Ombudspersons and related international organizations network), participate in UNARIO meetings in Geneva and play an active role in information exchange within the network (sending/writing/researching information as appropriate).
• Organize UNARIO meetings at WHO. Prepare/update forms for the office based on UNARIO recommendations (visitor contact form, case information form, datacol evaluation form, follow-up form, brochure, etc.).
• Keep office documentation up to date. Manage datacol surveys with OMB visitors/users, exercising the utmost care regarding confidentiality. Assist the Ombudsperson in preparing presentations; prepare and deliver their own presentation to introduce OMB during the induction session for new staff members.
• Help the Ombudsperson prepare their annual report, compile statistics, design graphs/diagrams, coordinate distribution/translation.
• Provide assistance to the Ombudsperson in the preparation of the work plan, monitoring activities/budget, procurement (APW, procurement), travel, act as leave administrator, manage the WHO website