Assistant

OBJECTIVES OF THE PROGRAMME

The Mekong Malaria Elimination (MME) programme supports the implementation of the strategy and strengthen disease control by\: applying effective strategies and policies, including those related to drug resistance; increasing the involvement of communities, health-care providers, nongovernmental organizations and corporate partners, through increased country support and strong partnerships; and strengthening the surveillance, monitoring and evaluation.

DESCRIPTION OF DUTIES

Under the general supervision and guidance of the MME Coordinator, the incumbent will perform the following functions\:

General

1. Set up schedules of appointments for the supervisor and visitors, places and screens telephone calls and answers queries with discretion;

2. Provides administrative support to visiting staff and consultants as and when required;

Correspondence

3. Analyse incoming correspondence, documents and reports and routes to the responsible officer with full background material;

4. Using appropriate tracking tools, follow up and ensure that target dates and deadlines are met, and that correspondence and queries are responded in a timely manner;

5. Draft general or administrative correspondence on own initiative or on the basis of instructions;

6. Occasionally translates non technical documents from Khmer to English and vice versa, if needed;

7. Take/transcribe non technical and technical correspondence, reports, etc. from dictation, tapes and manuscripts, using word processing equipment, ensuring grammatical accuracy, conformity with procedural accuracy and format;

Meeting administration

8. Take meeting notes for preparation of minutes and assists in providing interpretation as and when required;

9. Make travel arrangements, including transport/security clearances and preparation of briefing folders for duty travel;

10. Provide administrative support to organize partnership forums, workshops, meetings and training courses, including preparations of related folders;

Information management

11. Create/organize and maintain project files with an appropriate system for follow up on responses and deadlines;

12. Undertake searches, compile and maintain information relevant to MME team;

13. Keep lists of names, addresses and telephone numbers of government officials, nongovernment partners and other relevant agencies and individuals;

Budget and finance

14. Assist in the monitoring and progress review of projects and tasks in the Global Management System (GSM)/Oracle workplan;

Procurement

15. Initiate administrative actions related to programme issues, finance, procurement and supplies, staff, travel, project agreements and follow up as needed, including using the GSM;

16. Maintain and update expenditure records, prepares local purchase orders for supplies and equipment, prepares reports as and when required. Maintain an appropriate follow-up system; and

Others

17. Perform related duties as required.

REQUIRED QUALIFICATIONS

Education

Essential\: Equivalent to graduation from secondary school with thorough training in secretarial/administrative duties.
Desirable\: University degree related to administration and management.

Experience

Essential\: Five years experience in secretarial/administrative functions, including assistance to programme implementation and management.
Desirable\: Work experience in UN and other international organization.

Skills

Thorough knowledge of office procedures. Good communication and interpersonal skills. Ability to act with tact, diplomacy, discretion and respect for confidentiality. Ability to prepare correspondence, summary of meetings, documentation and notes for the record, etc. Typing skills 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

Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Moving forward in a changing environment

Use of Language Skills

Essential\: Expert knowledge of English. Expert knowledge of Khmer.
Desirable\:

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at USD 14,479 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

• This vacancy notice may be used to fill other similar positions at the same grade level.

• Only candidates under serious consideration will be contacted.

• A written test may be used as a form of screening.

• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link\: http\://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

• For information on WHO's operations please visit\: http\://www.who.int.

• WHO is committed to workforce diversity.

• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.