SECRETARY (HQ/14/HQ/TA5)

29 September 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: HQ/14/HQ/TA5
 
Title: Secretary
 
Grade: G4
 
Contract type: Temporary appointment
 
Duration of contract:  1 year
 
Date: 30 January 2014
 
Application Deadline: 20 February 2014 Vacancy Filled
 
Duty Station:  Geneva, Switzerland
 
Organization unit: HQ Headquarters (HQ) /
HQ/HTM HIV/AIDS, TB and Neglected Tropical Diseases (HQ/HTM)
HQ/HIV HIV/AIDS
 
OBJECTIVES OF THE PROGRAMME :
The WHO Programme on HIV is guided by the Global Health Strategy for HIV 2011 - 2015 (GHSS). Its goals, consistent with Getting to Zero: UNAIDS Strategy 2011 - 2015 and international commitments, are to achieve universal access to prevention, diagnosis, treatment and care interventions for all in need, and to contribute to achieving health-related Millennium Development Goals (MDGs) and their associated targets by 2015. The objective of the Department of HIV is to lead an effective, organization-wide HIV effort to support Member States in the implementation of the GHSS. The four GHSS strategic objectives are:
Strategic Direction 1 : Optimize HIV prevention, diagnosis, treatment and care outcomes;
Strategic Direction 2: Leverage broader health outcomes through HIV responses;
Strategic Direction 3: Build Strong and Sustainable systems; and
Strategic Direction 4: Reduce vulnerability and remove structural barriers to accessing services.

The Department of HIV provides leadership and technical support related to these strategic directions and leverages the capacity of other HQ Departments to contribute to the broader HIV programme.
The Department of HIV works closely with Regional Offices to maximize WHO's impact in countries. Within the Department and in coordination with other HQ departments, regional and country offices, the Office of the Director (ODH) takes the leadership in the development and managerial aspects of the WHO-HIV wide work plan.
Description of duties:
- Receive, screen, track and distribute incoming correspondence, attaching background information or related file, and forwarding to the staff concerned, drawing their attention to specific issues/problems as necessary;
- Draft replies to general and administrative correspondence on the basis of instructions or on own initiative, and finalize such correspondence;
- Using GSM, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative;
- Initiate, through Oracle/GSM procurement module, contracts for consultants, Agreements for Performance of Work (APW), Technical Services Agreements (TSA), and General External Services requests (GES);
- Monitor and record receipt of deliverables, and initiate and monitor payments as needed;
- Initiate, through Oracle/GSM procurement module, requisitions for goods procurement, and monitor and receipt of deliverables;
- In collaboration with senior administrative support staff, monitor deadlines, reminding staff members of such and ensuring that correspondence and queries are responded to in a timely manner;
- Type, edit for language and grammar, correct and format, in accordance with WHO and departmental styles, technical reports and documents, tabular materials and assist in preparing presentations;
- Obtain documents and information from in-house and external sources as required;
- Perform information searches (library, internet) as requested;
- Maintain filing systems, ensuring that all activities supported are traceable and accessible as required;
- Screen and receive visitors and telephone calls with tact, discretion, making appointments, answering queries and/or redirecting visitors and callers with diplomacy and courtesy, obtaining background information on the purpose of appointments;
- Support the organization of team and departmental meetings, workshops, seminars, etc, including the typing of lists of participants, preparation of travel requests, letters of invitation, files, presentations and slides, reservation of meeting rooms and hotel accommodation;
- Replace other support staff as required;
- Perform other related duties as required or instructed, including provision of support to other areas of work and teams within the department, as required.
REQUIRED QUALIFICATIONS
Education:
Essential:
Completion of secondary school education or equivalent.
Skills:
The incumbent maintains and updates proficiency in the use of modern office technology through in-house courses, on-the-job training and/or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO.

WHO Competencies:
1. Knowing and managing yourself
2. Producing results
3. Fostering integration and teamwork.
Experience:
Essential:
At least 3 years of relevant experience.

Desirable:
Relevant experience in WHO or another UN agency. Experience in Oracle-based or other ERP systems.
Languages:
Expert knowledge of English or French with intermediate knowledge of the other.
Additional Information:
Priority will be given to internal candidates. A written test may be used for screening purposes. Other similar positions at the same level may be filled from this vacancy notice. This vacancy is published in English only. This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of each office.

Annual salary: (Net of tax)
CHF 5717 per month at single rate

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

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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