Job
Title: Secretary (UN
Jobs)
Title: Secretary (UN
Jobs)
Organisation: World
Health Organisation (WHO)
Health Organisation (WHO)
Duty Station: Kampala,
Uganda
Uganda
Starting Salary: UGX 48,110,000 / =
About US:
The World Health
Organisation (WHO) is the directing and coordinating authority for health
within the United Nations (UN) 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.
Organisation (WHO) is the directing and coordinating authority for health
within the United Nations (UN) 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.
Job Summary: The Secretary will increase efficiency at the
cluster level, the incumbent will provide administrative and secretarial
support to the Programme Officers 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.
cluster level, the incumbent will provide administrative and secretarial
support to the Programme Officers 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.
Key Duties and Responsibilities:
General:
- 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. - Keenly monitor requests for goods and services, including receipt,
payment and inventory requirements
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. - Keenly 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. - 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.
Information
Management
Management
- Work 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 Technical Unit.
Meeting
Administration:
Administration:
- Arranges, coordinate and lead 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 PowerPoint 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 the appropriate briefing files
and documents.
Travel: Using GSM/Oracle, prepare travel requests for official WHO travel.
Other Duties: Perform other related duties as required or
instructed, including providing support to other areas of work
instructed, including providing support to other areas of work
Qualifications, Skills and Experience:
- The ideal candidates for the United Nations World Health
Organization (WHO) Secretary job should have completed secondary school
Diploma. - Additional training in secretarial tasks and/or in an administrative
field is desirable. - Five to seven years of relevant experience as a Professional
Secretary. - Previous experience in administrative support positions in WHO or
another UN agency an asset. - Experience in Oracle-based or other ERP systems an asset.
- The incumbent maintains and updates proficiency in the use of modern
office technology through of 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. - Expert knowledge of English.
- WHO Competencies: Teamwork,
Respecting and promoting individual and cultural differences, Communication,
Use of Language Skills
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.
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.
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.
the vacancy has been posted and well before the deadline stated in the vacancy
announcement.
Deadline: 3rd April 2019
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