Receptionist-Clerk

OBJECTIVES OF THE PROGRAMME

Country Office Support Units have been established in the organisational structure to provide support for Managers and staff to fully assume their responsibilities with the means of communicating with staff within WHO as well as partners.

DESCRIPTION OF DUTIES

Under the guidance and general supervision of the Administrative Assistant in the WHO Country Office, the incumbent will be required to perform the following duties. General 1. To arrange the Front Office in such a manner that it protects fitting image of the World Health Organization;2. To receive visitors and to direct them as appropriate;3. To operate the PABX including receiving and placing calls as required;4. To ensure that the telephone (including fax) equipment is in good and serviceable condition at all times, to report any faults to ICT focal point immediately;5. To prepare/maintain staff directory and to revise/update it on quarterly basis;6. To record all outgoing calls (official & private) print and analyze telephone bills on monthly basis, to identify private telephone bills as appropriate, to assist Finance Unit in following up settlement of same;7. Sorts, delivers and picks up mail from various offices on the premises at regular intervals;8. Operates office machines such as photocopiers and scanners, duplicating machines and personal computers;9. To administer daily attendance register and to submit the record to Operations Assistant at the end of each week;10. To maintain booking schedule for the conference room and oversee the kitchen; 11. To assist with filing and registering mail as necessary;12. To act as a copy typist for general office and in support of Project staff and consultants;13. To perform any other related duties as required or instructed and may be required to deliver messages and run errands.14. Administering of the pouchWHO Library1. Organize and dispatch documents/information to various partners and institution;2. Shelve library documents and monitor the use of the facilities;3. Keep an up to date record of all audio-visual materials and equipment as well as their status.

REQUIRED QUALIFICATIONS

Education

Essential\: Education and special training attainment of secondary education and diploma in secretarial training; training in telephone operational and public relations would be an asset
Desirable\: Training in typing/secretarial tasks and/or in a clerical field is desirable.

Experience

Essential\: Experience (length and nature) at least2 years' experience in performing reception and secretarial duties. Experience gained in International Organizations, Diplomatic Missions and National Civil Service would be an added advantage.1 year of experience in clerical or office work.
Desirable\: Experience working in WHO would be an added advantage. Experience in Oracle-based or other ERP systems an asset.

Skills

Knowledge of WHO practices and procedures. Proficiency in operation of the telephone switchboard. Proficiency in computer applications MS word and excel.

WHO Competencies

Knowing and managing yourself
Producing results
Teamwork

Use of Language Skills

Essential\: Expert knowledge of English.
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 LSL 109,470 (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.