Job Title: Secretary (2 Job Careers)
Organisation: World Health
Organisation (WHO)
Organisation (WHO)
Duty Station: Kampala, Uganda
Reports to: Operations Officer
and Programme Officers
and Programme Officers
Vacancy Notice No:
AFRO/14/FT548
AFRO/14/FT548
Grade: G5
About WHO:
The World Health Organisation (WHO) is the directing and coordinating
authority for health within the United Nations system. It is responsible for
providing leadership on global health matters, shaping the health research
agenda, setting norms and standards, articulating evidence-based policy
options, providing technical support to countries and monitoring and assessing
health trends.
authority for health within the United Nations system. It is responsible for
providing leadership on global health matters, shaping the health research
agenda, setting norms and standards, articulating evidence-based policy
options, providing technical support to countries and monitoring and assessing
health trends.
Key Duties and
Responsibilities: The Secretaries
will be under the supervision of the Operations Officer and Programme Officers,
and general guidance of the WHO Representative, the successful candidate will
perform the following duties:
Responsibilities: The Secretaries
will be under the supervision of the Operations Officer and Programme Officers,
and general guidance of the WHO Representative, the successful candidate will
perform the following duties:
- Cordially receives visitors and telephone
calls with tact and discretion and acts according to the nature and
urgency of each, including redirecting as appropriate. - Offer background information for
appointments with official visitors and/or staff members. - Monitor requests for goods and services,
including receipt, payment and inventory requirements. - Draft general 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 background 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. - Make sure 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. - Work closely 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 technical unit. - Arranges, coordinates and leads administrative
preparation for meetings, seminars, workshops including letters of
invitation, costs, calculation and travel requests, assisting with
preparation of documents, dispatching of materials and liaising with
participants and others involved. - Prepare presentations using Power Point
and other software packages on own initiative or on the basis of
instructions. - Schedule weekly team and ad hoc meetings,
according to schedules and need; taking 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
appropriate briefing files. - Using GSM/Oracle, prepare travel requests
for official WHO travel. - Perform other related duties as required
or instructed, including providing support to other areas of work and any
other duties directed by the WHO Representative.
Qualifications, Skills and
Experience:
Experience:
- The ideal candidate for the UN WHO
Secretary Job must have completed secondary school education. - Professional qualification in secretarial
or administrative studies would be an added value. - At least five to seven years’ experience
as a professional Secretary. - Past experience with UN will be an added
advantage. - The incumbent maintains and updates
proficiency in the use of modern office technology through in-house
courses, on-the-job training or self-training. - He/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 others and
explain procedures.
Languages: Thorough knowledge of the English Language. Working
knowledge of French and Swahili would be an added advantage.
knowledge of French and Swahili would be an added advantage.
How to Apply:
All candidates who so desire to join the United Nations World Health
Organisation (WHO) by sending their online applications to enable WHO to store
their personal profiles in a permanent database. Visit WHO’s e-Recruitment
website below and follow the instructions for online application procedures.
Organisation (WHO) by sending their online applications to enable WHO to store
their personal profiles in a permanent database. Visit WHO’s e-Recruitment
website below and follow the instructions for online application procedures.
NB: All applicants are
encouraged to apply online as soon as possible after the vacancy has been
posted and well before the deadline stated in the vacancy announcement.
encouraged to apply online as soon as possible after the vacancy has been
posted and well before the deadline stated in the vacancy announcement.
Deadline: 22 October 2014
For More Ugandan Jobs, Please
Visit https://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline
Visit https://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline