Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:GENERAL Receive visitors and telephone calls with tactand discretion and, act according to the nature and urgency of each, includingredirecting as appropriate.Provide background information for appointmentswith official visitors and/or staff members.Monitor requests for goods and services,including receipt, payment, and inventory requirements. CORRESPONDENCEDraft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance. Verify that outgoing correspondence is presented in accordance with WHO and department styles, and check language, grammar, and accuracy prior to submitting for signature and clearance.Analyze incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining, and attaching background information in anticipation of the responsible officer's needs, or redirecting them as appropriate; identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items. Ensure that technical reports and documents are in line with WHO standards, rules, practices and procedures, editing and correcting them as necessary prior to their submission for signature or clearance of relevant authority. Using appropriate tracking tools, follow up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner. PROCUREMENT Initiate, through BMS/GSM/Oracle procurement module, contracts for consultants, Agreements for Performance of Work (APW), and other contract modalities. Monitor and record receipt of deliverables and initiate and monitor payments as needed. Initiate, through BMS/GSM/Oracle procurement module, requisitions for goods procurement, and monitor and receipt of deliverables. BUDGET & FINANCE Assists in the monitoring and progress review of projects and tasks in the GSM/Oracle work plan.Provides team members with timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required. Monitors income and expenditures for planning purposes. Promptly follow up on financial, budgetary and any outstanding issues concerning the team/department, including ensuring timely processing of committal documents. Assists in the preparation of financial and technical progress reports to donors. INFORMATION MANAGEMENTIn close collaboration with other support staff, create and/or maintain filing systems; continual review of filing system to ensure information is up to date and effectively and efficiently used. Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested. MEETING ADMINISTRATION Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including letters of invitation, costs calculation and travel requests; assisting with preparation of documents, dispatching of materials and liaising with participants and others involved. Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions. Schedule weekly team and ad hoc meetings, according to schedules and need; taking and preparation of minutes. Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team's professional staff, checking their availability and ensuring they have the appropriate briefing files and documents. TRAVELUsing BMS/GSM/Oracle, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.OTHER DUTIES Perform other related duties as required or instructed, including providing support to other areas of work.
Required Qualifications: Education:
Essential: Completion of secondary school education or equivalent technical or commercial education.
Experience
Essential:
A minimum of 5 years of experience in secretarial or administrative positions.
Skills:
Proficiency in the use of modern office technology through in-house courses, on-the-job training and/or self-training. Knowledge of procedures and practices, rules and regulations, organizational structure, in the unit/team, the WCO and WHO, to be able to brief others and explain procedures. The ability to multitask and work under pressure.The ability to exercise discretion at all times in judging the importance, urgency and confidential nature of various issues and tact when dealing with staff and external partners.Ability to work harmoniously as a member of a team, adapt to diverse educational and cultural backgrounds, and maintain a high standard of professional and personal conduct.
