Secretary

Objectives of the Programme

EPI Units have been established in the organisational structure to provide support for EPI team and provincial Antennas 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

Under the general supervision and guidance of the Operations Officer, the incumbent performs the following functions:

• Provide secretariat supports to the Polio Programme by receiving incoming correspondences and drafting outgoing correspondences following the instructions from supervisors or technical Officers.
• All correspondences are correctly and timeously prepared and submitted to supervisors or technical Officers.
• All correspondences are correctly and timeously filed.
• All incoming correspondences are correctly routed and monitored.
• Review WHO Antenna Operational Costs (Eimprest petit cash) returns and updates the new format of replenishment Excel Sheet.
• All Eimprest petit cash returns are correctly and timeously reviewed and replenishment memo prepared.
• Liaise with WHO Antenna’s Secretariat to follow up on the DIs Technical & Financial reports.
• Assist in completing the Financial Report Forms.
• Liaise with PAV’s Secretariat to follow up on the DFC Technical & Financial reports.
• Maintain general office files.
• Performs any other duties as assigned.

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.

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 and to establish and maintain effective working relationships with people of different national and cultural backgrounds.

WHO Competencies

• Teamwork.
• Respecting and promoting individual and cultural differences.
• Communication.
• Producing results.

Use of Language Skills

• Essential: Intermediate knowledge of English. Expert knowledge of Portuguese.
• Desirable: Intermediate knowledge of French.

The above language requirements are interchangeable.

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 USD 32,077 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.