OBJECTIVES OF THE PROGRAMMEThe goal of WHO's country presence is to enable the entire Organization to support the Federated States of Micronesia, the Republic of the Marshall Islands and the Republic of Palau in reaching their national health goals and contributing to global and regional public health action. Under the leadership of the Country Liaison Officer (CLO) and supported by all levels of the Organization, the WHO Country Office is the centre of the Secretariat's mechanism for delivering its technical cooperation.
DESCRIPTION OF DUTIES
Under the guidance and supervision of the Country Liaison Officer (CLO), the incumbent provides support in the following areas\:
1. Screens incoming correspondence, documents and reports and routes to the CLO, including relevant background materials; ensures proper distribution and follows up on deadlines;
2. Takes/transcribes correspondence, reports etc. from dictation, tapes and manuscripts, using word processing software, and takes notes at meetings and prepares minutes;
3. Drafts/prepares general correspondence, briefing notes, background materials etc. on brief instruction or own initiative, and types/formats statements, reports, and studies including statistical tables and other materials; verifies that outgoing correspondence is presented in accordance with WHO style, check language, grammar and accuracy prior to submitting for signature and clearance;
4. Opens, organizes and maintains general project files with appropriate systems for any follow-up actions;
5. Sets up schedules of appointments for the CLO and visitors; places and screens telephone calls and answers queries with discretion;
6. Maintains, updates and monitors information on workplans/project activities in the Global Management System (GSM) including encumbrances and expenditures monitoring and tracking sheets; and generates reports as required; provides CLO with timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required;
7. Assists in the recruitment of temporary advisors, temporary and fixed term staff by initiating the relevant administrative formalities and in the processing of other types of contractual arrangements; monitors status and maintains a follow-up system;
8. Arranges, coordinates and leads administrative preparation for meetings, seminars, workshops, including letters of invitation, costs calculation and travel requests; assists with the preparation of documents, dispatching of materials and liaising with participants and others involved;
9. Makes travel arrangements for the CLO and others as appropriate; prepares briefing material for his/her use on official trips or special meetings;
10. Assists the CLO in the development and oversight of Agreements for Performance of Work (APWs) to ensure contractors fulfil their obligations and follows up with governments on the submission of Funding Authorization and Certification of Expenditure (FACE) reports and administers fellowship programme work;
11. Maintains imprest accounts, responsible for checking invoices, preparation of imprest returns including recording and reconciling financial statements;
12. Provides inventory and fixed asset reporting as needed;
13. In the absence of the CLO, assumes administrative responsibility for the day-to-day, routine operations of the office;
14. Performs other related duties as required or instructed, including providing support to other areas of work.
EducationEssential\: Equivalent to graduation from secondary school with secretarial/administrative training.
ExperienceEssential\: Five years experience in secretarial/administrative posts
Desirable\: Experience in administrative support positions in WHO or another UN agency an asset. Experience in Oracle-based or other Enterprise Resource Planning (ERP) systems an asset.
SkillsGood 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. 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 professional and personal conduct.
WHO CompetenciesKnowing and managing yourself
Respecting and promoting individual and cultural differences
Setting an example
Ensuring the effective use of resources
Use of Language SkillsEssential\: Expert knowledge of English.
REMUNERATIONWHO 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 10,118 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.
- 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.