Organisation: World Health Organisation (WHO)
Duty Station: Kampala, Uganda
Starting Salary: UGX 48,110,000 / =
The World Health Organisation (WHO) is the directing and coordinating authority for health within the United Nations (UN) system. It is responsible for providing leadership on global health matters, shaping the health research agenda, setting norms and standards, articulating evidence-based policy options, providing technical support to countries and monitoring and assessing health trends.
Job Summary: The Secretary will increase efficiency at the cluster level, the incumbent will provide administrative and secretarial support to the Programme Officers 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.
Key Duties and Responsibilities:
- 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.
- Keenly monitor requests for goods and services, including receipt, payment and inventory requirements
- 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.
- Keenly 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.
- Work in 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.
- Coordinate compilation of technical documents requested of and provided by professional staff, to ensure they are logically compiled, formatted and assembled to facilitate the work of the Technical Unit.
- Arranges, 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.
Other Duties: Perform other related duties as required or instructed, including providing support to other areas of work
Qualifications, Skills and Experience:
- The ideal candidates for the United Nations World Health Organization (WHO) Secretary job should have completed secondary school Diploma.
- Additional training in secretarial tasks and/or in an administrative field is desirable.
- Five to seven years of relevant experience as a Professional Secretary.
- Previous experience in administrative support positions in WHO or another UN agency an asset.
- Experience in Oracle-based or other ERP systems an asset.
- The incumbent maintains and updates proficiency in the use of modern office technology through of in-house courses, on-the-job training or self-training.
- He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief others and explain procedures.
- Expert knowledge of English.
- WHO Competencies: Teamwork, Respecting and promoting individual and cultural differences, Communication, Use of Language Skills
How to Apply:
All candidates who so desire to join the United Nations World Health Organisation (WHO) by sending their online applications to enable WHO to store their personal profiles in a permanent database. Visit WHO’s e-recruitment website below and follow the instructions for online application procedures.
NB: 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.
Deadline: 3rd April 2019