The non-communicable diseases group aims to provide leadership and action to support countries in attaining a greater level of awareness for the promotion of health and the prevention of premature death and disability by addressing key health-related social, environmental and behavioural risk factors and determinants. The programme responds to the needs of the population in the aspects of lifestyle approach, health environment, public education, family care, and related health systems.
Description Of Duties: Under the supervision of the Programme Management Officer, the incumbent performs the following functions:
Screens and routes incoming correspondence, documents and reports to the supervisor with full background materials; ensures their distribution and follows up on the deadlines;
Drafts routine non-technical correspondence based on own initiatives or from written/verbal instructions from Technical Officers, prepares informal translation, takes notes at the meetings and provides interpretation as and when required;
Sets-up schedules of appointments for Technical Officers and visitors; places and screens telephone calls and answers queries with discretion; makes travel arrangements for the team, including transport/security clearances and preparation of briefing folders for duty travels;
Maintains general and project files;
Initiates administrative actions related to programme issues, finance, goods and services procurement and supplies, project agreements and follows up as needed, including using the Global Management System;
Provide administrative support to organize workshops, meetings and training courses, including preparations of related folders;
Provides secretarial support to visiting staff and consultants as and when required;
Occasionally replaces assistant staff within the country programme areas during their absences as coordinated by the Assistant (GS.05) of the Group and the Administrative Assistant to the Representative; and
Performs other duties as required.
Required Qualifications: Education:
Essential: Equivalent to graduation from secondary school with thorough training in secretarial duties.
Desirable: Additional training in management and administration an advantage.
Experience:
Essential: At least three years of experience in administrative assistance to programme implementation and management.
Desirable: Experience in a UN Organization is desirable.
Skills:
Knowledge of office WHO procedures and ability to acquire knowledge, understand and apply WHO policies, rules and regulations;
Good interpersonal and communication skills, tact, diplomacy and good judgement;
Ability to analyse and interpret source documentation and data;
Ability to draft correspondence, summary of meetings, and notes for the record.
Typing skill and ability to take dictation at required speed.
Ability to discern routine from non-routine.
Good computer skills and ability to adapt to various software applications.
Ability to work harmoniously as a member of a team, adapt to diverse educational and cultural backgrounds and maintain a high standard of personal conduct.
WHO Competencies
Communication
Moving forward in a changing environment
Producing results
Teamwork
Knowing and managing yourself
Use of Language Skills:
Essential: Expert knowledge of English. Expert knowledge of Vietnamese.
