Secretary

OBJECTIVES OF THE PROGRAMME

Since 2015, AMR has gained significant attention at a high level in the Lao People's Democratic Republic, underpinned by external advocacy by international partners. The AMR Surveillance and Control Committee was set up in 2015 to move the AMR agenda forward, noting that AMR is a complex issue which requires multiple sectors and stakeholders at all levels to work together requiring strong AMR stewardship. This post will assist the AMR Country Office team with the timely implementation and achievement of the AMR programme.

DESCRIPTION OF DUTIES

Under the supervision of the AMR Technical Officer, the incumbent will perform the following duties\:

1. Liaises with WHO AMR programme counterparts at the Ministry of Health and other government authorities, banks and suppliers/vendors; initiates queries and provides responses on administrative issues;

2. Screens and checks background documents for completeness; prepares relevant administrative and project documentations for agreement for performance for work, direct financial cooperation (DFCs), procurement, study tours, project monitoring and evaluations, etc.;

3. Prepares and submit procurement requests in GSM and follows up all the procurement processes, initiating and completing formalities of incoming and outgoing shipments (via customs clearances), in a timely manner;

4. Maintains, monitors and records payments for DFC requests, procurements, statement of expenditures, and other financial transactions; prepares regular budgetary statements and financial implementation reports of project activities; follows up on DFC completion deadlines and assures completeness and correctness of submitted final reports;

5. Provides administrative briefing and information on the project and its activities to the AMR team within the HSD and WHE programmes, including updates on information on approved programme budget;

6. Arranges appointments for supervisor and other members of the team, receives visitors; responds to routine requests for information, and prepares briefing folders for supervisor's duty travels;

7. Drafts correspondence on routine matters on own initiative or from brief instructions, takes notes at meetings as a basis for minutes and assist in providing interpretation as and when required;

8. Assists in searching, compiling and maintaining information relevant to AMR programme; maintains and updates information;

9. Performs general administrative tasks and related duties to AMR activities as required, such as, providing correspondence on administrative issues with national counterparts, maintaining files and records of all essential documents and reports and maintains a follow up system on deadlines;

10. Provides support in the arrangements for meetings, workshops and training courses, including preparation of related folders;

11. Provides secretarial and clerical support to visiting staff and consultants as and when required;

12. Occasionally replaces secretariat and clerical staff within the Country Office during their absence.

REQUIRED QUALIFICATIONS

Education

Essential\: Equivalent to graduation from secondary school with thorough secretarial/administrative training.
Desirable\: Additional education/training in advanced spreadsheets and management would be desirable.

Experience

Essential\: Three years' experience in secretariat/clerical posts, preferably including experience in WHO or in another international organization, embassy or multinational corporation. Experience in programme support would be an advantage.
Desirable\: Similar work experience in large organization, preferably in WHO or in another international organization.

Skills

Thorough knowledge of office procedures. Good communication and interpersonal skills. Ability to act with tact, diplomacy, discretion and respect for confidentiality. Typing skills; ability to prepare correspondence, summary of meetings and documentation. Ability to discern routine from nonroutine. Good computer skills and ability to adapt to various software applications; use of spreadsheets. 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
Knowing and managing yourself

Use of Language Skills

Essential\: Expert knowledge of English. Expert knowledge of LAO.
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 8,312 (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.

• Staff members in other duty stations are encouraged to apply.

• 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.