Secretary - (1802524)
Grade: G5
Contractual Arrangement: Fixed-term appointment
Contract duration: 2 Years
Job Posting: Jun 4, 2018, 1:23:13 PM
Closing Date: Jun 25, 2018, 12:59:00 AM
Primary Location: Botswana-Gaborone
Organization: AF_BWA Botswana
IMPORTANT NOTICE: Please note that the deadline
for receipt of applications indicated above reflects your personal device's
system settings.
OBJECTIVES OF THE PROGRAMME
Country Office Support Units 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 OF DUTIES
GENERAL - Oversee and monitor the information flow of the
office of the WR, screening, sorting, analysing and identifying areas requiring
action by the WR. - Ensure effective and timely follow up on requests for
information, briefings and other actions, emanating from the office of the WR,
liaising with units/teams, as appropriate. - 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. - Maintain WR's
agenda and calendar by scheduling meetings and/or rescheduling owing to
disruption by unforeseen events, redirects visitors and callers as necessary. -
Disseminate information on administrative procedures to GS staff in the
team/department and assist staff of in adhering to WHO administrative
procedures. - Monitor requests for goods and services, including receipt,
payment and inventory requirements. - Coordinate and monitor office space
requirements in liaison with relevant units as required. 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 attachingbackground 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. HUMAN RESOURCES - Monitor leave and attendance
records, as required. INFORMATION MANAGEMENT - In close collaboration with
other support staff, create and/or maintain filing systems; continual review of
filing system to ensure information is up to date and effectively and
efficiently used. - Obtain documents and information from in-house and external
sources as required; perform information searches (library, internet) as
requested. - Coordinate compilation of technical documents requested of and
provided by professional staff, to ensure they are logically compiled,
formatted and assembled to facilitate the work of the Director. MEETING
ADMINISTRATION - Arrange, coordinate and lead administrative preparation for
meetings, seminars, workshops, including: preparing event plans in GSM/Oracle,
letters of invitation, cost estimates 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 team/departmental meetings, according to schedules and need; taking
minutes and following up on action points to ensure timely response to the
requests of the WHO 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.
REQUIRED QUALIFICATIONS
Education
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.
Experience
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.
Skills
The incumbent maintains and updates proficiency in the use
of modern office technology through of in- house courses, on-the-job training
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, to be able to brief others and explain procedures.
WHO Competencies
Knowing and managing yourself
Producing results
Teamwork
Moving forward in a changing environment
Use of Language Skills
Essential: Expert knowledge of English.
Desirable: Beginners knowledge of French.
REMUNERATION
WHO offers staff in the General Services category an
attractive remuneration package, which for the above position includes an
annual net base salary starting at BWP 163,323 (subject to mandatory deductions
for pension contributions and health insurance, as applicable) and 30 days of
annual leave.
ADDITIONAL INFORMATION
- This
vacancy notice may be used to fill other similar positions at the same
grade level
- Only
candidates under serious consideration will be contacted.
- A
written test may be used as a form of screening.
- In the
event that your candidature is retained for an interview, you will be
required to provide, in advance, a scanned copy of the
degree(s)/diploma(s)/certificate(s) required for this position. WHO only
considers higher educational qualifications obtained from an institution
accredited/recognized in the World Higher Education Database (WHED), a
list updated by the International Association of Universities (IAU)/United
Nations Educational, Scientific and Cultural Organization (UNESCO). The list
can be accessed through the link: http://www.whed.net/. Some professional certificates
may not appear in the WHED and will require individual review.
- Any
appointment/extension of appointment is subject to WHO Staff Regulations,
Staff Rules and Manual.
- WHO is
committed to workforce diversity.
- WHO
has a smoke-free environment and does not recruit smokers or users of any
form of tobacco.
- This
post is subject to local recruitment and will be filled by persons
recruited in the local commuting area of the duty
