The objectives of Country Strategy and Support/Fellowship Unit are to: promote and contribute to the organization-wide efforts to strengthen WHO's country focus for greater impact of its technical cooperation at country level; implement WHO's country focus policy, articulating national, regional and global policy and planning frameworks and processes to enhance WHO's contribution to national health outcomes, and ultimately people's health and development within countries; ensure the development, use and monitoring of high quality Country Cooperation Strategies(CCS) and work plans that address national health development priorities and contribute to the regional and global mandates and agreements to which countries have committed. facilitate collaboration between WHO Country Offices (WCOs), departments in the Regional Office and HQ Country Cooperation and Collaboration with UN System (CCU) unit to support the work of country offices in responding to country needs and priorities for technical cooperation. Promote and facilitate technical cooperation among countries, including identification and sharing of lessons and best practices. support and contribute to the effective functioning of the Global Country Support Unit network and coordinate across three levels of the organization to provide input and advice to relevant global processes (e.g. CCS guidelines development, country presence evaluation, country support, WHO and UN reforms, etc.).
DESCRIPTION OF DUTIES
Under the direct supervision of the Technical Officer-Country Strategy and Support/Fellowship (TO-CSS/FEL), the incumbent provides office and administrative support for fellowships programme as follows:
Undertake all administrative formalities required for the implementation of the Fellowship program and Junior Public Health Professional (JPP) Programmes, including regular monitoring of both the programmes.
Screen and distribute correspondence providing/attaching background information or related file and forwarding to TO-CSS/FEL and other staff as relevant, highlighting issues requiring attention; draft replies to general and administrative matters; type technical reports and documents, tabular materials, etc., ensuring conformity with WHO standards; assist in preparing presentations; follow-up on deadlines to ensure timely response.
Obtain documents and information from in-house and external sources and undertake information searches based on brief instructions/guidance.
Maintain filing systems and ensure easy accessibility and retrieval of records including address lists, brochures and reference files. Responsible for dispatch of outgoing correspondence, placement requests, Letter of Awards, Payment instructions, etc. duly ensuring that appropriate enclosures are attached with the communications.
Assist in updating of Fellowships website by uploading latest information on a regular basis.
Assist in monitoring the receipt of Fellowship Termination of Studies Report (FSTRs) and Utilization of Studies Reports (UOSRs) and technical evaluator comments from WCO/units.
Support in disseminating information regarding Training programs being held by various institutes to technical departments of SEARO for their technical review of the course/ training/.
Assist in operating, maintaining, and updating the Fellowship Management System (FMS) by filing and recordkeeping in all its completeness, including scanning and indexing.
Ensure timely receipt of JPP monthly reports including filing them and release of their monthly payments.
Receive visitors and telephone calls, answering queries and\or redirecting them to appropriate staff providing background information on purpose of appointment.
Assist overall functioning of the unit during absence of other team members.
Perform any other related duties as required or instructed by the supervisor, including provision of 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 three (3) 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 WHO.
Ability to draft standard correspondence and essential skill for maintaining online database.
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.
