22 October 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/14/FT12
Title: Secretary
Grade: G5
Contract type: Fixed-term Appointment
Duration of contract:  2 years
Date: 14 January 2014
Application Deadline: 4 February 2014 Vacancy Filled
Duty Station:  Manila, Philippines
Organization unit: WP/DHP Director, Building Healthy Communities & Populations (WP/DHP) /
WP/MHI Mental Health and Injury Prevention (WP/MHI)
To assist Member States to prevent and reduce disease, disability and premature death resulting from mental disorders, substance abuse, violence and injuries. To contribute to the realization of the rights of people with disabilities through increasing access to health services and strengthening rehabilitation efforts.
Description of duties:
Under the supervision of the Technical Officer (Disability) and Team Leader (Mental Health and Injury Prevention), the incumbent performs the following functions:

1) Screens incoming correspondence, documents and reports and routes to the supervisor with full background material, ensures their 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 correspondence not involving policy or technical knowledge on brief instructions or own initiative; types statements, reports, studies including statistical tables, etc. from manuscripts using traditional or word processing equipment;

4) Provides support in the Unit's administrative actions related to budget, finance, supplies, fellowships, human resources, project agreements and exchanges of letters, by correctly applying the instructions in the WPR Policies and Procedures Handbook and other reference materials;

5) Creates, organizes and maintains general and project files with an appropriate system for follow-up on responses and deadlines;

6) Sets up schedules of appointments for supervisors and visitors; prepares briefing folders for the supervisor's duty travel, field staff and consultants;

7) Assists in undertaking searches, compiling and maintaining information relevant to the programme and in the monitoring of project implementation; performs liaison duties with other units;

8) Provides support to organize the administrative aspects of meetings, workshops and training courses, including related preparation of files/briefing; takes notes at meetings and drafts minutes as required;

9) Performs the necessary functions in Global Management System (GSM) for procurement of good and services and facilitates payments, initiates and monitors e-imprest, meetings, travel requests for staff, participants, consultants, temporary advisers, etc.;

10) Prepares, in the absence of supervisor, briefs or notes on matters for which the programme is responsible;

11) Provides briefing and guidance to other general service staff in the Unit and/or Division on procedures and practices;

12) Occasionally replaces secretarial staff within the Division during their absence, as coordinated by the first-level supervisor;

13) Performs other related duties as required.
Equivalent to graduation from secondary school. Formal or self-training in the use of standard office software and/or training in Oracle-based or other Enterprise Resource Planning (ERP) systems is an asset. Secretarial/administrative training is also an advantage.
Thorough knowledge of office procedures. Good communication and interpersonal skills. Ability to act with tact, diplomacy, discretion and respect for confidentiality. Ability to discern routine from a non-routine. Ability to prioritize tasks. Ability to prepare correspondence, memorandum, summary of meetings and notes for the record. Typing and stenographic skills at required speed. 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 high standards of personal conduct.
Five years' experience in secretarial/administrative posts. Experience working in a large or an international organization and experience in the use of standard office software in Oracle-based or other Enterprise Resource Planning (ERP) systems are an advantage.
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)
503 478 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: 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

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