Thinking of a Career in Emergency Management?
- BY Nicole Pelette
Description of duties:
- 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. Takes and transcribes from dictation, recordings and handwritten drafts. 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 bringing 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 country and inter country activities and availability of funds for project/programme budget levels and financial expenditures, according to the approved inter country and country projects. Assembles draft background for planning, monitoring and evaluation (including mini-review) exercises. Inputs duty travel recommendations and issues reminders re follow up, records project/programme monitoring and evaluation notes.
- Makes the administrative arrangements for country and inter country activities with regard to preparation of Technical Services Agreements (TSA) and Agreements for Performance of Work (APW), recruitment of consultants and temporary advisers, designation/re-designation of collaborating centres, and 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 general administrative preparations, including organization of practical local arrangements and advance transport of documents/equipment; arranges hospitality as appropriate. Provides administrative and secretarial support during the meetings, and pays per diem to participants as appropriate (not obligatory). Prepares administrative reports.
- Establishes and maintains the unit'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.
- Provides Registry archives with purged master files containing key documents for official record purposes.
- 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 general service and professional 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.
- WHO only considers higher educational qualifications obtained from an accredited institution.
- Essential: Considerable and progressively responsible experience in the secretarial/administrative field (minimum five years) including several years' experience in WHO and/or the UN.
- Essential: Excellent (fluency/advanced) knowledge of English. Working (intermediate) knowledge of French, German or Russian.
- Desirable: knowledge (basic level) of other WHO/EURO languages (French, German or Russian).