Administrative Clerk

OBJECTIVES OF THE PROGRAMME

The WHO Country Office in Papua New Guinea works closely with the National Department of Health, other development partners and stakeholders to promote the global and regional health goals to achieve good health for Papua New Guinea citizens. The strategic priorities include: 1) achieving sustainable health outcomes; 2) strengthening health system; and 3) emergency preparedness, surveillance and health security

DESCRIPTION OF DUTIES

Under the direct supervision and guidance of the Programme and Administrative Officer and the Head of WHO Country Office, the incumbent performs the following functions:

1. Provides front-desk services with provision of service-minded assistance to all staff, visitors and callers with directions and accurate information related to systems and staff in WHO Country Office in Papua New Guinea;
2. Operates and manages the telephone switchboard in accordance with appropriate protocol; reports immediately any failure of the telephone system;
3. Receives and records incoming correspondence, documents, etc; records and tracks outgoing correspondence according to procedures agreed in the Country Office.
4. Coordinates the recording of incoming/outgoing pouches and preparations of outgoing pouches on weekly basis; coordinates and verifies outgoing couriers of the office and technical programmes;
5. Maintains a staff directory and directory of contact information of selected external parties (government, embassies, etc) and updates the Staff Information System where relevant;
6. Manages the office stationary stock with appropriate monitoring system to record the distribution and receipts of stationaries; takes necessary actions for replenishment of the stationary stocks in a timely manner;
7. Assists in preparation of necessary adjudication reports and purchase requisitions, verifies and processes payments of the office's operational transactions;
8. Monitors phone usage and requests and follows up on reimbursement of personal phone calls by staff;
9. Provides back up to other team members during their absences; and
10. Performs other duties as required.
    

REQUIRED QUALIFICATIONS

Education

Essential: Equivalent to graduation from secondary school.

Experience

Essential: Two years of experience as telephone operator and receptionist; experience in secretarial or clerial positions.

Desirable: Experience working in UN Organization is an asset.

Skills

Good knowledge of general functions of the office.

Good interpersonal and communication skills, tact, diplomacy and good judgement.

Ability to draft correspondence with typing skill.

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
Knowing and managing yourself
Moving forward in a changing environment

Use of Language Skills

Essential: Intermediate knowledge of English.

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 PGK 31,421 (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 prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.

• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.

• 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.