ADMINISTRATIVE ASSISTANT/SECRETARY (AFRO/14/FT184)

29 September 2016
 
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L'OMS a pour mission d'amener tous les peuples au niveau de santé le plus élevé possible.
Numéro de la vacance : AFRO/14/FT184
 
Titre: Administrative Assistant/Secretary
 
Classe : G5
 
Type de contrat : Contrat de durée déterminée
 
Durée :  One(01) year
 
Date : 15 avril 2014
 
Date de clôture : 29 avril 2014 Poste pourvu
 
Lieu d'affectation :  Brazzaville, Congo
 
Unité administrative :
 
OBJECTIFS DU PROGRAMME
Regional Office Management Support Unit (RSU) have been established in the organisational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.
Description des fonctions
GENERAL

- Receive visitors and telephone calls with tact and discretion, and acts according to the nature and urgency of each, including redirecting as appropriate.
- Provide background information for appointments with official visitors and/or staff members.
- Monitor requests for goods and services, including receipt, payment and inventory requirements.

CORRESPONDENCE

- Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance.
- Verify that outgoing correspondence is presented in accordance with WHO and department styles and checking language, grammar and accuracy prior to submitting for signature and clearance.
- Analyze incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of the responsible officer's needs, or redirecting them as appropriate; identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items.
- Ensure that technical reports and documents are in line with WHO standards, rules, practices and procedures, editing and correcting them as necessary prior to their submission for signature or clearance of relevant authority.
- Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.

MEETING ADMINISTRATION

- Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including letters of invitation, costs calculation and travel requests; assisting with preparation of documents, dispatching of materials and liaising with participants and others involved.
- Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions.
- Schedule weekly team and ad hoc meetings, according to schedules and need; taking and preparation of minutes.
- Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team's professional staff, checking their availability and ensuring they have the appropriate briefing files and documents.

TRAVEL

- Using GSM/Oracle, 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.

OTHER DUTIES

- Perform other related duties as required or instructed, including providing support to other areas of work
QUALIFICATIONS REQUISES
Formation :
Essential: Completion of secondary school education or equivalent technical or commercial education.

Desirable: Training in secretarial tasks and/or in an administrative field is desirable.
Compétences :
Ability to maintain and update proficiency in the use of modern office technology through of in-house courses, on-the-job training or self-training. Ability to keep abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief others and explain procedures.
Expérience :
Essential: 5 to 7 years of relevant experience.

Desirable: Experience in administrative support positions in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset
Langues :
Excellent knowledge of French and working knowledge for English.
Traitment annuel (Net d'impôts)
fonctionnaire sans personnes à charge

Cette vacance de poste pourra être utilisée pour pourvoir un poste similaire, au même grade.

Les candidatures en ligne sont vivement encouragées pour permettre à l'OMS de conserver votre profil dans une base de données permanente. Veuillez consulter le site du recrutement en ligne de l'OMS à : http://www.who.int/employment/fr/ ; vous y trouverez toutes les informations sur les procédures relatives aux candidatures en ligne.

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Tout engagement/toute prolongation d'engagement doit être conforme au Statut du Personnel, au Règlement du Personnel et au Manuel de l'OMS. Seules seront contactées les personnes dont la candidature est sérieusement prise en considération.

Poste pourvu

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