Associate Office

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Description

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The Strategic Objective is to provide efficient and effective support to WHO Core functions at country level with a particular focus on the Organization’s directing and coordinating role for international health as expressed in the Constitution. The objective of the programme is to manage financial, human, and administrative resources in an efficient, effective, results-oriented and transparent manner for carrying out its mission of promoting health, keeping the world safe and serving the vulnerable.

Duties:
Under the overall guidance of WHO Representative and direct supervision of Administrative Officer, the incumbent performs the following duties:

• Prepare correspondence on brief instruction or own initiatives including statistical tables and ensure highest quality and integrity of documents and communications. Review all outgoing letters/memoranda for correct format, channel of communication, content, language, and in conformity with the established procedures before submitting for AO/WR’s signature.
• Collate technical material for WR’s participation in WHA, EB, RC, HMM, RD-WRs’ Meeting. Coordinate and communicate with SEARO, HQ, MoH, UN Agencies, and diplomatic missions on various issues, follow-up with technical units at frequent intervals on various issues, for example to seek clarification/background information/advice on incoming mails; technical documents related to WR’s meetings; feedback/responses to WR’s queries.
• Arranges appointment and maintains the calendar of the WHO Representative, preparation programmes and protocols high-ranking visitors, places and screens telephone calls and answers queries with discretion. Prepare contents related to WR’s travels: Documents folder, containing relevant technical/background information, after obtaining from concerned technical staff; Meeting appointments; Briefing Notes / Talking Points.
• Take notes and prepare brief minutes of action points of all WR’s meetings. Coordinate and prepare background documents, as well as make logistical arrangements, for Management Team Meetings and writing the minutes of these meetings; similarly facilitate.
• Assists WR and AO on administrative and logistical matters pertaining to visits of senior WHO officials (DG, RD, DPM and Directors/Coordinators) to WCO. Assists AO on protocol matters, for such visits and arranges meeting with high-ranking officials as required; assists WR in the organization of official social functions. Liaises with other staff concerning official transportation in connection with these visits and books VIP rooms, performs other duties as required for these and other occasions.
• Researches and attaches the necessary background information to correspondence for WR, maintains a follow-up system and is responsible for maintaining the files containing this correspondence within the WHO Registry file system. Creates and maintains list of names of addresses, telephone numbers of Government Officials, Members of the diplomatic missions, Donor etc.
• Coordinate compilation of technical documents requested of and provided by professional staff, other Departments or Programmes or the Regional Director (RD) to ensure they are logically compiled, formatted and assembled to facilitate the work of the WR.
• In close collaboration with the Registry Clerk create and/or maintain the WR-Offices document filing; continual review of filing system to ensure information is up to date and effectively and efficiently used.
• Manage fleet of WCO vehicles including proper updated records of vehicles, logbooks, monitor movement of vehicles, consumption of fuel etc. through TrackPoint, ensure safety and security, assigning driving duties for staff and participants, coordinate and evaluate driving hours and overtime performances of drivers for field trip, preparing duty roster and overtime for both drivers as well as the utilities of the office vehicles.
• Update and maintain data base for Warden system, Security Risk Management Measure (SRRM) compliance self-assessment template, WHO country presence portal for infrastructure, etc. Assist in coordination with UNDSS and field offices for safety & security and Occupational Health & Safety (OHS) related matters. Support team in assessment of WHO premises towards MOSS compliance. Attend security related meetings/trainings conducted by UNDSS, SEARO and other stakeholders. Assist in planning and implementation of training on security matters and coordinate with UNDSS/external stakeholders. Prepare briefing points and reports on security related issues and high-risk areas.
• Arrange, coordinate and lead administrative preparation for WCO and regional meetings, seminars, workshops, planned to be conducted in Sri Lanka with the assistance of other Team Assistants, including: preparing event plans in Global Management System (GSM)/Oracle, letters of invitation, cost estimates and travel requests; assisting with preparation of documents; dispatching of materials and liaising with participants, hotels, event management company and others involved. Liaise with other UN agencies for arrangements on meetings to be attended by the Head of the WCO. Organize government clearance, and prepares detailed programs and schedules for official visitors to WCO. Prepare presentations to be given by the WR, using PowerPoint and other software packages on own initiative or on the basis of instructions.

Perform other duties as assigned by the WR/AO including work of other staff in their absence

Required Qualifications:
Education
Essential:

• Completion of secondary school education.

Experience
Essential:

• At least eight (8) years of progressive relevant experience in secretarial functions.

Skills:

• Good written and verbal communications skills with an ability to take notes during meetings/discussions and draft correspondences independently;
• Ability to carry out a wide variety of administrative tasks, meet deadlines and cope with work pressure;
• Good knowledge of WHO protocol and diplomacy; Ability to maintain good working relationships with Government Officials and staff of external agencies;
• Thorough knowledge of WHO Rules, Regulations and Administrative Procedures, organizational structure of technical and special programme units;
• Ability to maintain and update knowledge in the use of office technology through in-house courses, on-the-job training and/or self-training.

Language Skills:
Essential:

• Expert knowledge of English. Expert knowledge of local language (Sinhalese/Tamil).

Source:  https://careers.who.int/careersection/ex/jobdetail.ftl?job=2309364

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