The Ugandan Jobline

• Manage and monitor the information flow,
  screening, sorting and analyzing, identifying areas which need action.
• 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.
• Register, classify and route incoming
  correspondence, documents and other material.
• Act as a secretary to the Administration
  Staff meetings and Local Contracts Review Committee.
• Track suppliers’ invoices paid and
  follow-up on receipts for VAT claims.
• Process requests for office supplies by
  units/staff, issue and update inventory cards/bins.
• Support CSU staff on photocopying relevant
  background and supporting documents, receipts and invoices for managed
  attachments, suppliers’ evaluations, VAT claims as well as background
  documents for DI accountabilities.
• Work closely with suppliers to obtain
  monthly statements and follow-up on all payments outstanding.
• Work in close collaboration with CSU
  staff, monitor deadlines, reminding staff members of pending issues and
  ensuring that correspondence and queries are responded in a timely manner.
  

• 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.
• Ensure incoming correspondence and
  requests are in line with instructions, WHO standard rules, practices and
  procedures; editing and correcting them as necessary in terms of adequacy
  of supporting documents, background materials, logical flow of information
  and grammar; prior to their submission for signature or clearance of
  relevant authority.
• Maintain filing systems of administrative
  documents and supplier contracts, ensuring that all activities supported
  are traceable and accessible as required.

• Support the organization of team and
  departmental meetings, workshops, seminars including developing list of
  participants, preparing letters of invitation, reservation of meeting
  rooms and hotel accommodation, 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 tea and ad hoc meetings,
  according to schedules and need, taking and preparation of minutes.

• Act on other positions in the CSU
  department when other colleagues are away.
• Perform other related duties required or
  instructed, including providing support to other areas of work.

• The ideal candidates for the World Health
  Organization (WHO Secretary job should have completed secondary school
  education and/or equivalent technical or commercial education.
• Additional training in typing/secretarial
  tasks and/or in a clerical field is desirable.
• A minimum of two to four years’ experience
  as a professional Secretary.
• Previous experience in administrative
  support in WHO or another UN agency is an asset.
• 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.
• Knowledge of administrative and clerical
  procedures and systems such as word processing, managing files and records,
  designing forms, and other office procedures and terminology.
• Work requires the use of word processing
  or other software packages, and standard office equipment.
• Formal or self-training in the use of
  standard office software. Training in Oracle-based or other ERP systems an
  asset. Work requires the use of word processing facilities to create,
  edit, format and print correspondence and documents, spreadsheet and
  visual presentation software; extensive use of e-mail and scheduling
  software to improve communication both internally and externally,
  Oracle/GSM for administrative matters.
• Languages: Working knowledge of
  French would be an added advantage 

• Knowing and managing yourself
• Producing results
• Fosters integration and team work
• Moving forward in changing environment

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