SECRETARY (WPRO/13/FT185)

6 December 2016
 
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The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No: WPRO/13/FT185
 
Title: Secretary
 
Grade: G5
 
Contract type: Fixed-term Appointment
 
Duration of contract:  2 years
 
Date: 15 May 2013
 
Application Deadline: 5 June 2013 Vacancy Filled
 
Duty Station:  Manila, Philippines
 
Organization unit: WPCO Countries (WP_ACO) /
WP_PHL Philippines (WP_PHL)
 
OBJECTIVES OF THE PROGRAMME :
To provide administrative and secretarial support to the Communicable Disease Surveillance and Response (CSR) specifically rabies control and elimination project for the Visayas, and other areas of CSR programme.
Description of duties:
Under the general supervision and guidance of the Programme Officer, Communicable Disease Surveillance and Response (CSR) and the Administrative Assistant, the incumbent performs the following functions for the Communicable Disease Surveillance and Response and other related programmes:

1. Screens incoming correspondence, documents and reports and routes to the supervisor with full background materials; ensures its distribution and follows up on deadlines.

2. Takes/transcribes non-technical and technical correspondence, reports, etc., from dictation, tapes and manuscripts, using word-processing equipment, ensuring grammatical accuracy, conformity with procedural accuracy and format.

3. Drafts/prepares general correspondence, briefing notes, background material, etc. on brief instructions or own initiative; types statements, reports, studies including statistical tables, etc. from manuscripts using traditional or word processing equipment. Takes notes at meetings and prepares minutes.

4. Opens, organizes and maintains general project files.

5. Sets up schedules of appointments for supervisor, other Communicable Disease Surveillance and Response (CSR) team members and visitors; places and screens telephone calls and answers queries with discretion.

6. Maintains, updates and monitors information on project activities in the Global Management System and generates reports as required.

7. Assists in the recruitment of temporary professional staff and temporary advisers by initiating the relevant administrative formalities and in the processing of other types of contractual arrangements. Monitors status and maintains follow-up system.

8. Provides administrative support to organize meetings, workshops and training courses, including preparation of related folders.

9. Makes travel arrangements for the supervisor, staff under Special Services Agreements and participants to meetings. Prepares briefing materials for supervisor's use on official trips or special meetings and in her absence, briefs or notes on matters for which the programme is responsible.

10. Assists in the procurement of goods and services; monitor accounts payables and accompanying deliverables.

11. Assists in coordinating with donors with regard to award implementation, progress/accomplishment reports.

12. Provides briefing and guidance to junior level support staff on procedures and practices.

13. Occasionally replaces secretarial staff within the office during their absence, as coordinated by the Administrative Assistant.

14. Performs other related duties as and may be required.
REQUIRED QUALIFICATIONS
Education:
Equivalent to graduation from secondary school with thorough training in secretarial and clerical duties.
Skills:
Thorough knowledge of office procedures. Good communication 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, etc. Typing skills and ability to take dictation at required speed. Ability to discern routine from non-routine. Good computer skills and ability to adapt to various software applications. 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.
Experience:
Five years' experience in clerical or secretarial posts, preferably, including experience in WHO or in another international organization.
Languages:
Excellent knowledge of spoken and written English.
Additional Information:
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)
491 680 at single rate

This vacancy notice may be used to fill other similar positions at the same grade level.

A written test and interviews may be used as a form of screening

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.

Vacancy Filled

This vacancy is shown for viewing only. It is not currently open for applications
 
 
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