Banjul (Gambia the)
OBJECTIVES OF THE PROGRAMMECountry Office Support Units have been established in the organizational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.
DESCRIPTION OF DUTIESGENERAL-Oversee and monitor the information flow of the office of the WR, screening, sorting,analysing and identifying areas requiring action by the WR. -Ensure effective and timely follow up on requests for information, briefings and other actions, emanating from the office of the WR, liaising with units/teams, as appropriate.-Receive visitors and telephone calls with tact and discretion,and acts according to the nature and urgency of each, including redirecting as appropriate. -Provide background information for appointments with official visitors and/or staff members. -Maintain WR's agenda and calendar by scheduling meetings and/or rescheduling owing to disruption by unforeseen events, redirects visitors and callers as necessary. -Disseminate information on administrative procedures to GS staff in theteam/department and assist staff of in adhering to WHO administrative procedures. CORRESPONDENCE-Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance. -Verify that outgoing correspondence is presented in accordance with WHO and department styles and checking language, grammar and accuracy prior to submitting for signature and clearance. -Analyze incoming correspondence and requests in the light of back ground material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of the responsible officer's needs, or redirecting them as appropriate; identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items. -Ensure that technical reports and documents are in line with WHO standards,rules, practices and procedures, editing and correcting them as necessary prior to their submission for signature or clearance of relevant authority. -Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner HUMAN RESOURCES -Monitor leave and attendance records, as required. INFORMATION MANAGEMENT -In close collaboration with other support staff, create and/or maintain filing systems; continual review of filing system to ensure information is up to date and effectively and efficiently used. -Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested. -Coordinate compilation of technical documents requested of and provided by professional staff, to ensure they are logically compiled, formatted and assembled to facilitate the work of the Director. MEETING ADMINISTRATION -Arrange,coordinate and lead administrative preparation for meetings, seminars,workshops, including\: preparing event plans in GSM /Oracle, letters of invitation, cost estimates and travel requests; assisting with preparation of documents; dispatching of materials and liaising with participants and others involved. -Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions. -Schedule team/departmental meetings, according to schedules and need; taking minutes and following up on action points to ensure timely response to the requests of the WHO and preparation of minutes. -Obtain briefing and background materials for meetings, seminars, workshops,etc. to be attended by the team's professional staff, checking their availability and ensuring they have the appropriate briefing files and documents. TRAVEL -Using GSM/Oracle, prepare travel requests for official WHO travel. Make flight and hotel reservations prepare travel files and deal with other related matters as requested or on own initiative. OTHER DUTIES -Perform other related duties as required or instructed, including providing support to other areas of work.
EducationEssential\: Completion of secondary school education or equivalent technical or commercial education.
Desirable\: Training in secretarial task and/or in an administrative field is desirable
ExperienceEssential\: 5 to 7 years of relevant experience
Desirable\: Experience in administrative support positions in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems as asset.
SkillsThe incumbent maintains and updates proficiency in the use of modern office technology through of in-house, on-the-job training or self training. She keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief other and explain procedures.
WHO CompetenciesKnowing and managing yourself
Moving forward in a changing environment
Use of Language SkillsEssential\: Expert knowledge of English.
Desirable\: Intermediate knowledge of French.
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 GMD 243,357 (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.