Secretary UN Job Opportunities – World Health Organisation (WHO)

Job
Title:         Secretary  (UN
Jobs) 
Organisation: World
Health Organisation (WHO)
Duty Station: Kampala,
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.
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.
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
  • 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:
  • 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



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.
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.
Deadline: 3rd April 2019
For more of the
latest jobs, please visit http://www.theugandanjobline.com or
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