Job Title: Secretary
Organisation: World Health Organisation (WHO)
Vacancy Notice No: AFRO/15/FT438
Reports to: WHO Representative
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 support World Health Organization (WHO) in ensuring the smooth flow of work as related to clerical activities, coordinating actions with other support staff in the team and in consultation and collaboration with the Assistant to the WHO Representative.
Key Duties and Responsibilities:
• Manage and actively monitor the information flow, screening, sorting and analyzing, identifying areas which need action.
• Ensure effective and timely follow-up on requests for information, briefings and other actions emanating from the units/teams as appropriate.
• The Secretary also receives visitors and telephone calls with tact and discretion and acts according to the nature and urgency of each including redirecting as appropriate and arranges appointments for Programme Officers.
• The incumbent registers, classifies and routes incoming correspondence, documents and other material.
• Maintain and update filing, inventory, mailing and database systems, either manually or using a computer.
• Actively monitors cluster budget by maintain summary sheets of expenditure by Awards.
• Follow-up process with procurement requests for respective programmes.
• The Secretary will take minutes for cluster on various subjects.
• Perform any other duties assigned by the WHO Representative.
Qualifications, Skills and Experience:
• The ideal candidates for the World Health Organization (WHO) Secretary vacancy should have completed secondary school education and/or equivalent technical or commercial education.
• Additional training in typing/secretarial tasks and/or in a clerical field is desirable.
• At least two to four years of experience in administrative / clerical or office work experience
• Past experience working in the World Health Organization (WHO) will be an added advantage.
• The incumbent maintains and updates proficiency in the use of modern office technology through in-house courses, on-the-job training or self-training.
• He/she keeps abreast of changes in procedures and practices, rules and regulations.
• Working knowledge of administrative and clerical procedures and systems such as word processing or other software packages, managing files and records, designing forms, and other office procedures and terminology.
• The WHO Secretary should be proficient in the use of standard office equipment.
• Attained formal or self-training in the use of standard office software.
• Prior experience and training in Oracle-based or other ERP systems will be an added advantage
• Work requires the use of word processing facilities to create, edit, format and print correspondence and documents, spreadsheet and visual presentation software; extensive use of e-mail and scheduling software to improve communication both internally and externally, Oracle/GSM for administrative matters.
• Languages: Highly proficient in both written and spoken English
WHO Personal Competencies:
• Knowing and managing yourself
• Producing results
• Fosters integration and team work
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: 4th September 2015