OBJECTIVES OF THE PROGRAMME
The goal of WHO's presence in countries, territories and areas is to develop a two-way collaboration between the Secretariat and countries, territories and areas, by supporting them to reach national health goals and contribute to global and regional public health action. WHO utilizes the Country Cooperation Strategy (CCS), a key element of the Country Focus strategy and the General Programme of Work 2014-2019, as a strategic management tool to create synergy and alignment between WHO leadership priorities and national health policies, strategies and plans as well as United Nations Development Assistance Framework (UNDAF). Creating this synergy and alignment will be essential to advance WHO's organizational effectiveness and ensure WHO's relevance at country level.
DESCRIPTION OF DUTIES
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.Maintain WRO records and reference documents and files with a proper system which has been created to facilitate finding any document smoothly.
- 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 administrative assistants within the department and other tasks, as required.
Essential: Completion of secondary education supplemented by secretarial/administrative training
Desirable: University degree in business administration, social sciences or related field is an asset.
Essential: At least two years of relevant secretarial/ administrative experience.
Desirable: Relevant experience in the UN system. Knowledge of WHO's Global System Management (GSM)
- 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.
Use of Language Skills
Essential: Expert knowledge of English. Expert knowledge of French.
Desirable: Beginners knowledge of Arabic.