The WHO’s Health Emergencies Programme (The Programme) aims to build the capacity of Member States to manage health emergency risks, and lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery to affected populations.
DESCRIPTION OF DUTIES
As part of the WHO Country Office team, the incumbent performs a variety of secretarial, coordinating, monitoring and administrative services in support of project/programme activities, as follows:
- Drafts correspondence and documents based on written/verbal prompts from the Professional staff of the unit. Independently composes and finalizes correspondence of administrative nature. Revises unit correspondence, reports, and documents for proper form and (non-technical) content. Provides rough translation or synopsis of incoming mail, and drafts from standard texts and phrases outgoing correspondence in a second working language. Takes notes at meetings. Types reports and other documentation. Arranges duty travel.
- Scans, records, refers and follows up correspondence and documents, evaluates the urgency or critical nature of items, and brings them to the attention of the responsible staff. Informs and reminds responsible staff of follow-up dates and deadlines for response or specific actions, supplying supporting material as appropriate.
- Using GSM, monitors aspects of the implementation of activities and availability of funds for project/programme budget levels and financial expenditures, according to the approved projects. Assembles draft background for planning, monitoring and evaluation exercises. Inputs duty travel recommendations and issues reminders re follow up, records project/programme monitoring and evaluation notes.
- Keeps financial records for the programme activities; provides operational support in preparation, processing and following up of committal documents within the framework of programme implementation, including preparation of budget breakdowns for the committal documents related to programme activities.
- Makes administrative arrangements for country and inter country activities including preparation of various committal documents related to procurement of goods and services, arrangements of study tours and duty travel in accordance with the approved programme budget/collaborative programmes with countries.
- Assists in the organization of meetings held in-house or in Member States (working groups, seminars/courses, workshops, and symposia), i.e.: makes administrative preparations, including organization of practical local arrangements, advance transport of documents/equipment and hospitality. Provides administrative and secretarial support during the meetings, and pays per diem to participants if required. Prepares administrative reports.
- Establishes and maintains the team's filing system of technical documents and correspondence. Creates background files and compiles reference material as appropriate. Accesses and retrieves information from relevant databases and updates as required.
- Responds to and acts on telephone enquiries. Assesses the critical nature of technical enquiries and refers them to appropriate staff for reply. Coordinates appointments for supervisor and organizes programmes for visitors.
- Provides briefing and guidance to all staff on general office practices and procedures; assists/replaces colleagues in the team and performs other related duties as required.
Essential: Completion of secondary school or equivalent.
Desirable: Relevant higher education from an accredited institution.
Essential: At least 5 years of progressively responsible experience in the secretarial/administrative field.
Desirable: Relevant experience in WHO or another UN agency an asset.
- Proficiency in the use of standard office computer software, note taking and operation of computerised systems and databases.
USE OF LANGUAGE SKILLS
Essential: Expert knowledge of English. Expert knowledge of Local language.