Vacancy Notice No: AFRO/13/FT429
Job Title: Secretary
Grade: G4
Contract type: Fixed-Term
Appointment
Duration of contract: Two years
Application Deadline: 24
October 2013
Duty Station: Brazzaville, Congo
Organization unit: AF/ARD
Office of the Assistant Regional Director (AF/ARD) / AF/IVD -
Immunization and
Vaccines Development (AF/IVD)
OBJECTIVES OF THE PROGRAMME :
Regional Office Management Support Unit (RSU) have been established in the
organisational structure to provide support for Managers and staff to fully
assume their responsibilities in the GSM environment and to ensure compliance
with organizational policies, procedures, rules and regulations on all
administrative and financial matters and transactions in the context of an
Enterprise Resource Planning (ERP) system.
Description of duties:
GENERAL
- Receive visitors and telephone calls with tact and discretion, and acts
according to the nature and urgency of each, including redirecting as
appropriate.
- Provide background information for appointments with official visitors
and/or staff members.
- Monitor requests for goods and services, including receipt, payment and
inventory requirements.
CORRESPONDENCE
- Draft 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 checking 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.
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.
TRAVEL
- Using 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.
Desirable:- Training in secretarial tasks and/or in an
administrative field is desirable.
Experience:
Essential:- 3 to 5 years of relevant experience.
Desirable:- Experience in administrative support positions
in WHO or another UN agency an asset. Experience in Oracle-based or other ERP
systems an asset.
Languages:
Excellent knowledge of French and working knowledge of english.
Annual salary: (Net of tax) at single rate
Online applications are strongly encouraged to enable WHO to store your
profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment.
The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the
vacancy has been posted and well before the deadline stated in the vacancy
announcement.
WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff
Regulations, Staff Rules and Manual. Only candidates under serious
consideration will be contacted.
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