The overallgoal of the department is to support and collaborate with the Member States for further developmentand implementation of national policies and strategies which ensure equitableand universal access to quality health care to accelerate reductions inmaternal, newborn and child mortality, address gender and equity differentialwith rights based approach, ending violence against women, girls and children,prevention of sexual exploitation, abuse and harassment, improve sexual andreproductive health including elimination of cervical cancer and focus onfamily planning; strengthen midwifery and nursing health workforce, promoteadolescent health and wellbeing, school health, health promotion and addresssocial determinants of health across life course, healthy settings andpromoting healthy ageing.Within this context, the objectives ofthis position are to support and collaboratewith the Member States for further development and implementation of nationalpolicies and strategies which ensure equitable and universal access to qualityhealth care: To improve health of mothers and newborn, children, adolescents, reproductiveage and old age; To prevent diseases through immunization; To promote Gender,Equity and the Rights approach across all programme areas. the programmeadvises the Member States to support work of nurses and midwives, highlight thechallenges and advocate and raise the profile of nurses and midwives to improvehealthcare delivery.
DESCRIPTION OF DUTIES
Under the direct supervision of Technical Officer (Nursing and Midwifery), and broad guidance of the Director, UHC/FGL, the incumbent provides office support for the smooth running of the programme/unit in the following areas:
Office management:
Review incoming correspondence and ensure routing to responsible officer, attaching background documents and highlighting areas requiring action; draft replies on general and administrative matters; ensure outgoing correspondence and reports conform to WHO standards; develop tracking tools to follow up target dates and deadlines.
Create and/or maintain filing systems and ensure updated information; obtain documents and information from in-house and external sources and perform information search as required.
Provide guidance to other staff on office procedures and WHO standards
Programme support
Provide support in the monitoring implementation of the workplan, including timely information on budget ceiling/award budgets, monitor income and expenditure and funds available; follow up on financial/budgetary issues and ensure timely processing of committal documents; assist in the preparation of financial and technical progress reports to donors
Prepare contracts for consultants, Agreement for Performance(APW), Technical Services Agreements (TSA) and General External Services requests (GES); record receipt of deliverables and initiate and monitor payment
Initiate requisitions for goods procurement and record receipt of deliverables
Meeting Administration/Duty Travel
Coordinate administrative preparation for meetings, seminars, workshops, ensuring all necessary documents and travel requests are sent to participants; prepare relevant documents and power-point presentations
Obtain briefing and prepare background materials for meetings, seminars, workshops, etc., and ensure complete documentation is provided to the unit staff attending the meeting
Prepare travel requests for official travel, make flight and hotel reservations, prepare travel files and ensure logistic arrangements for smooth conduct of the meetings/workshops in the office and outside venues
Schedule unit meetings and prepare minutes
Other Duties
Handle visitors and telephone calls and take action as appropriate, providing background information for appointments
Perform other related duties as required or instructed, including providing support to other areas of work
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary school education
Desirable: Training in secretarial practices. University degree is an asset.
Experience
Essential: At least five (5 ) years' experience in secretarial / clerical / administrative work.
Desirable: Experience in WHO or in another UN / International organization would be an advantage.
Skills
Thorough knowledge of modern office procedures and practices. The incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, and WHO. Ability to draft standard correspondence; Ability to handle work in a timely and accurate manner with tact and discretion, as required. Ability to maintain and update knowledge in the use of office technology through in-house courses, on-the-job training and/or self-training
