Secretary

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Metropolitan Manila, Philippines
Apply by 6 March 2018
Entry-level , Short-term contract assignment
Posted on 13 February 2018

Job Description

OBJECTIVES OF THE PROGRAMME

The World Health Organization (WHO) is the directing and coordinating authority for health within the United Nations system. It is responsible for providing leadership on global health matters, shaping the health research agenda, setting norms and standards, articulating evidence-based policy options, providing technical support to countries as well as monitoring and assessing health trends.

DESCRIPTION OF DUTIES

Under the general supervision and guidance of the Programme Management and Administrative Officer, the incumbent performs the following functions:

1. Screens incoming correspondence, documents, and reports, and routes to the supervisor with full background materials; ensures their distribution and follows up on deadlines;

2. Takes/transcribes technical and non-technical correspondence, reports, from dictation, tapes and manuscripts, using word-processing equipment, ensuring grammatical accuracy, conformity with procedural accuracy and format;

3. Drafts/prepares general correspondence, briefing notes, background materials, etc. on brief instructions or own initiative; types statements, reports, studies including statistical tables, etc. from manuscripts using traditional or word processing equipment; takes notes at meetings and prepares minutes;

4. Arranges appointments for supervisor; receives visitors; places and screens telephone calls; responds to routine requests for information; and prepares briefing folders for supervisor’s duty travels;

5. Opens, organizes and maintains general project files;

6. Assists in searching, compiling and maintaining information relevant to the programme; maintains, updates and monitors information on project activities in the Global Management System and generates reports as required;

7. Provides secretarial support to organize meetings, workshops, and training courses, including preparation of related folders;

8. Provides secretarial and clerical support to visiting staff and consultants as and when required;

9. Occasionally replaces secretarial staff within the office during their absence, as coordinated by the first-level supervisor;

10. Performs other duties as may be required.

REQUIRED QUALIFICATIONS Education

Essential: Equivalent to graduation from secondary school with thorough secretarial training.
Desirable: Formal or self-training in the use of standard office software and/or training in Oracle-based or other Enterprise Resource Planning (ERP) systems.

Experience

Essential: At least three years’ experience in clerical/secretarial posts.
Desirable: Experience in WHO or in another international organization.

Skills

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 non-routine. Ability to prioritize tasks. Ability to draft/prepare correspondence, memorandum, summary of meetings and notes for the record. Typing 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 a high standard of personal conduct.

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Knowing and managing yourself

Use of Language Skills

Essential: Expert knowledge of English.
Desirable:

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