OBJECTIVES OF THE PROGRAMME
The overall goal of the Programme Management department is to guide and support the technical activities of the various departments in implementing the WHO's Programme Budget as well as to coordinate such actions as necessary between technical departments, technical departments and country offices, and between country offices.
DESCRIPTION OF DUTIES
Under the direct supervision of Technical Officer, Gender and Coordination, the incumbent provides office support for the smooth running of the programme in the following areas:
- Screen and distribute incoming correspondence, attaching background information or related file and forwarding to staff concerned, 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.
- Prepare contracts for consultants, Agreement for Performance of Work (APW), Technical Services Agreement (TSA) and General External Services requests (GES), record receipt of deliverables and initiate and monitor payments as needed.
- Initiate requisitions for goods procurement and record receipt of deliverables.
- Support the organization of meetings, workshops, seminars, etc, including typing of lists of participants, preparation of travel requests, letters of invitation, files, presentations and slides, reservation of meeting rooms and hotel accommodation.
- Prepare travel requests for official travel, make flight and hotel reservations, prepare travel files and other related matters as requested.
- Perform other duties as required or instructed, including providing support to other areas of work.
Essential: Completion of secondary school education.
Desirable: Training in secretarial practices. University degree is an asset.
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.
- 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
Use of Language Skills
Essential: Expert knowledge of English.