The Ugandan Jobline

• 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

• 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.

• 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.

• 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.

• 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

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