World Health Organisation, Manila, Philippines
Closing Date for Applications:
DESCRIPTION OF DUTIES
- Under the general supervision of the Principal Administrative Assistant, Division of Healthy Environments and Populations (DHP), the incumbent performs the following functions:
- Screens incoming correspondence, documents and reports and routes to the supervisor with full background material; ensures their distribution and follows up on deadlines;
- Drafts/prepares nontechnical and general correspondence, reports, etc. using word processing equipment, ensuring grammatical accuracy, conformity with procedural accuracy and format; drafts/prepares general correspondence not involving policy or technical knowledge on own initiative or from brief instructions;
- Initiates administrative formalities related to budget monitoring and implementation, processing of various contracts and documents, procurement of supplies and equipment request, etc. in the Global Management System (GSM);
- Assists in the preparation of fund-raising proposals, the drafting of donor agreements and the preparation of financial narrative donor reports;
- Provides administrative support in the organization and arrangement of formal/informal meetings, consultations, workshops and training courses, including preparation of related files, recruitment of consultants, invitation to country participants and temporary advisers and logistics. Coordinates with other administrative units in the organization of meetings such as with Meetings and Courses, Budget and Finance, Travel and Transport and the Global Service Centre;
- Opens, organizes and maintains general and project files with an appropriate system for follow-up on responses and deadlines;
- Sets up schedules or appointments for supervisors and visitors; prepares briefing folders for the supervisor's duty travel, field staff and other temporary staff;
- Assists in searching, compiling, and maintaining information relevant to the programme and team, including the monitoring of project implementation; performs liaison duties with the other members of the team as well as with other units;
- Makes travel arrangements for the supervisor; prepares briefing materials for his/her use on official trips or special meetings; and, in his/her absence, briefs or takes note on matters for which the programme is responsible;
- Occasionally replaces secretarial staff within the team and division during their absence, as coordinated by the Senior Administrative Assistant to the Coordinator or the Principal Administrative Assistant to the Division Director; and
- Performs related duties as required.
- Essential: Equivalent to graduation from secondary school preferably with thorough training in secretarial/administrative duties.
- Desirable: Relevant higher level diploma or degree.
- Essential: At least five years' experience in secretarial/administrative posts.
- Desirable: Work experience in WHO or in another international organization. Experience working in amulti-cultural environment.
- Thorough knowledge of office procedures.
- Results-oriented, good communication skills and interpersonal skills.
- Ability to act with tact, diplomacy, discretion and respect for confidentiality.
- Ability to prepare correspondence, summary of meetings, documentation and notes for the record.
- Typing skills, good computer skills and ability to learn and use different software applications.
- Ability to discern routine from nonroutine.
- Ability to work harmoniously as a member of a team, adapt to diverse educational and cultural backgrounds, and maintain a high standard of personal conduct.