Administrative Support

OBJECTIVES OF THE PROGRAMME

To provide leadership and action and to support Member States in attaining a greater level of awareness for the promotion of health and the prevention of premature death and disability by addressing key health-related social, environmental and behavioral risk factors and determinants. This programme will respond to the needs of the population in the aspects of lifestyle approach, health environment, public education, family care, and related health systems.

DESCRIPTION OF DUTIES

Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:

• To provide support to staff members within the Department for the organization of one or more of the following: meetings, workshops, seminars, etc. e.g. photocopying documents and preparing briefing files, including labels and dividers, collecting documentation from various sources.
• To type correspondence, format documents, tables and reports from plain and corrected copies, dictating machine, forms, handwritten or rough drafts and printed matter. Reviewing and correcting style, spelling and presentation in line with WHO and departmental styles.
• To maintain correspondence logs, and update manuals, files and simple office records.
• To answer telephone calls, responding to routine queries and/or forwarding such to the appropriate staff members, as necessary.
• Using GSM, to assist with the preparation of travel authorizations, flight and hotel reservations.
• As requested and/or instructed, to obtain documents and information from departmental and cluster staff, and from other clusters, programmes and agencies/institutions, and disseminate such information as required.
• To maintain, in close collaboration with colleagues, a comprehensive filing system for all documents, reports, presentations and other materials related to meetings, seminars and workshops and other areas of work, including related lists to facilitate searches.
• During meeting, workshops, seminars and other, to provide assistance and backup to colleagues in the department/programme.
• To perform other related duties as required or instructed, including providing secretarial support to other areas of work and teams or the department as necessary.

REQUIRED QUALIFICATIONS

Education

• Essential: Completion of secondary education or equivalent
• Desirable: University degree in relevant areas. Special secretarial or clerical training.

Experience

• Essential: At least two years’ experience in a clerical experience in an administrative/office environment.
• Desirable: Relevant experience in WHO, another United Nations agency or other international organizations. Experience in Oracle-based or other enterprise resource planning (ERP) systems.

Skills

• Thorough knowledge of office procedures.
• Detailed-oriented person.
• Ability to discern routine from non-routine.
• Ability to draft correspondence, summary of meetings and notes for the records.
• Good computer skills, including ability or willingness to work on web-based resources, and ability to adapt to various software applications.
• Ability to work harmoniously as a member of the team, adapt to diverse educational and cultural backgrounds, and maintain a high standard of personal conduct.

Use of Language Skills

• Essential: Expert knowledge of English.

Other Skills:

• Normal office environment.
• Ability to operate PC and good knowledge of Microsoft applications.
• Knowledge of GSM/Oracle or enterprise resource planning (ERP) applications is an asset.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2403273