Background and Justification
Purpose of the Position
To provide a variety of secretarial/administrative work in support of project/programme activities.
Job Description
Objectives of the Programme and the immediate Strategic Objective
To ensure that effective WHO country presence is established to implement WHO country cooperation strategies that are aligned with Member State’s health and development agendas, and harmonized with the United Nations country teams.
Organizational context (Describe the individual role of incumbent within the team, focusing on the intricacy and difficulty of working environment)
Under the direct supervision of the Admin. Officer, and the overall guidance of the Medical Officer, the incumbent is a team member in the administrative unit. Work is assigned by the supervisor who gives instructions on non-routine matters. Routine tasks are performed independently with some discretion in non-routine matters related to office procedures only.
Established procedural and office guidelines are available, but where guidelines are incomplete, limited interpretation may be required to select a course of action on approach to work
Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives; include main achievements expected)
The incumbent will perform the following duties:
Receive, screen and process correspondence and requests, and follow up on implementation of all administrative actions, ensuring adherence to deadlines and timely response to correspondence and queries.
Type, ensuring correctness of language as well as format, and in accordance with WHO Style Guide, correspondence, reports, documents and presentations upon written/verbal instructions, and independently compose correspondence of purely routine administrative nature.
Make necessary arrangements regarding duty travel of staff in the unit, submit travel requests (TRs) in the Global Management System (GSM), arrange for flight and hotel reservations and deal with other related matters.
Type documents and presentations for preparation of meeting, workshops, training courses, etc., send invitation letters to participants, photocopy documents and prepare files; follow up with logistics units regarding arrangements. Provide secretarial support during meetings.
Screen and receive visitors and telephone calls, make appointments, answer queries of and/or redirect visitors and callers. Update and maintain records and reference files.
Submit different administrative transactions in GSM, including procurement of goods and services, and follow up with concerned parties for the receipt of deliverables and finalization of payments.
Replace other assistants within the department, as required.
Difficulty, Sensitivity, Nature and Importance of Work Relations
With whom (indicate title only) and for what purpose does the job require contacts?
Title of person Subject and purpose of
contacted contact
Within the unit/division
Admin staff and Technical staff in the project.
To follow up on programmatic aspects of the project.
Within Organisation at duty station
Admin staff, WR and Technical staff
As above
Within Organisation outside duty station
Sub Offices EMR and GSC
To follow up on WRO correspondence.
To follow up on common programme activities.
Outside the Organisation
MoH, UN agencies
To follow up on WRO correspondence.
To follow up on common programme activities
Recruitment Profile Competencies: Generic
Describe the core, management competencies required – See WHO competency model – list in order of priority, commencing with the most important ones.
Teamwork
Communication
Producing results
Knowing and managing yourself
Respecting and promoting individual and cultural differences
Functional Knowledge and Skills
Describe the essential knowledge and the skills specific to the position:
Good filing and organizational skills.
Ability to maintain good working relationships with national and international staff.
Good knowledge of WHO rules, manuals, practices, procedures and WHO Style Guide as applicable to the secretarial level an asset.
Education Qualifications
Essential
Completion of secondary education supplemented by secretarial/administrative training.
Desirable
University degree in business administration, social sciences or related field is an asset.
Experience
Essential
At least three years of relevant secretarial/ administrative experience.
Desirable
Relevant experience in the UN system
Use of Language Skills
Languages:
Very good knowledge of English and local language. French is an asset.
Other Considerations (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.)
Very Good knowledge of Microsoft applications.
Knowledge of Enterprise Resource Planning (ERP)/Oracle applications is an asset.
Female candidates are encouraged to apply for this position.
