Secretary, Manila
Closing Date: Thursday, 20 February 2014
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7 February 2014
The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No: WPRO/14/FT48
Title: Secretary
Grade: G5
Contract type: Fixed-Term Appointment
Duration of contract: Two Years
Date: 6 February 2014
Application Deadline: 20 February 2014
Duty Station: Manila, Philippines
Organization unit: WP/DCC Director, Combating Communicable Diseases (WP/DCC), WP/EPI Expanded programme on immunization (WP/EPI)
OBJECTIVES OF THE PROGRAMME :
To establish and leverage the impact of an effective prevention and control programme that targets the reduction of morbidity and mortality resulting from diseases, through a comprehensive approach to immunization, that is made timely and responsive through ground level surveillance and the promotion of related health interventions.
Description of duties:
Under the general supervision and guidance of the Team Leader (Expanded Programme on Immunization), the incumbent will carry out the following duties:
- Screen incoming correspondence, documents and reports, and route to the supervisor with full background information, ensure their distribution and follow up on deadlines;
- Take/transcribe technical and non-technical correspondence and reports from dictation, tapes and manuscripts, using word-processing equipment, ensuring grammatical accuracy, conformity with procedural accuracy and format;
- Initiate administrative formalities and perform the necessary functions in the Global Management System (GSM) related to budget planning, monitoring and implementation, processing of various contracts and documents, procurement of goods and services, etc.;
- Assist in the preparation of fund-raising proposals, drafting of donor agreements and preparation of financial and narrative reports;
- Draft/prepare general correspondence, briefing notes, background materials, etc. on brief instructions or at own initiative; type statements, reports, studies including statistical tables, etc. from manuscripts; take notes at meetings as basis for minutes;
- Arrange appointments for supervisors, receive visitors, place and screen telephone calls, respond to routine requests for information, and prepare briefing folders for supervisors' duty travels;
- Open, organize and maintain general project files with an appropriate system for follow-up on responses and deadlines;
- Assist in searching, compiling and maintaining information relevant to the programme; maintain, update and monitor information on project activities in the Global Management System (GSM) and generate reports as required;
- Prepare, in the absence of supervisor, briefs or notes on administrative matters for which the programme is responsible;
- Provide briefing and guidance to other general service staff in the Unit/Division on procedures and practices;
- Provide secretarial and administrative support in organizing meetings, workshops and training courses, including preparation of related folders, raising travel requests for participants, temporary advisers, secretariat members, and ensuring that per diem calculations and modes of payment are correct;
- Provide secretarial and clerical support to visiting staff and consultants as and when required;
- Occasionally replace secretarial staff within the Unit/Division during their absence, as coordinated by the Administrative Assistant; and
- Perform other duties as may be required.
Education:
- Equivalent to graduation from secondary school with thorough training in secretarial and clerical duties.
- Formal or self-training in the use of standard office software and/or training in Oracle-based or other system is an asset.
- Thorough knowledge of administrative rules and regulations, Global Management System (GSM) processes, word-processing and spreadsheets softwares;
- comprehension of WHO programming and budgeting rules;
- basic knowledge on website management; strong interpersonal and communication skills, diplomacy and versatility;
- highly organized and self-motivated;
- ability to work harmoniously as a member of a team, adapt to diverse educational and cultural backgrounds and maintain high standards of personal conduct.
- At least five years' relevant experience in secretarial/administrative post.
- Similar work experience in a large organization, preferably in WHO or in another international organization, an asset.
- Excellent knowledge of spoken and written English.
Post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the office. Only candidates under serious consideration will be contacted.
Annual salary:
(Net of tax)
PhP 503 478 at single rate
Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment . The system provides instructions for online application procedures.
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.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.
WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
Click the bar below to visit the original announcement on the recruiting organization's website.
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