Contract type: Fixed-term Appointment
Duration of contract: 12 Months Renewable
Date: 19 December 2016
Application Deadline: 15 January 2017
(9 day(s) until closing deadline)
Currently accepting applications
Duty Station: Kampala, Uganda
* Purpose of the Position
As Secretary the incumbent will ensure the smooth flow of work as related to clerical activities, coordinating actions with other support staff in the team and in consultation and collaboration with the Assistant to the WHO Representative.
* Objectives of the Programme and the immediate Strategic Objectives
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.
* Organizational context
The incumbent works on the basis of general instructions, own experience and precedents, following WHO CO-specific procedures and practices, rules and regulations, to ensure smooth work flow in the assigned area of work. The incumbent is encouraged to seek guidance for unusual issues. Most of the work is controlled for correctness and appropriateness by the incumbent. Work is reviewed on an ad hoc basis by supervisors for meeting expectations and overall quality; correspondence is signed or cleared by originator. The incumbent is relied upon to brief colleagues on WCO specific administration procedures and practices.
Under the general supervision of the Operations Officer, the incumbent performs the following functions:
1. Oversee and monitor the information flow, screening, sorting and analyzing, identifying areas which need action.
2. Receive visitors and telephone calls with tact and discretion and acts according to the nature and urgency of each including redirecting as appropriate.
3. Provide background information for appointments with official visitors and/or staff members.
4. Register, classify and route incoming correspondence, documents and other material.
5. Act as a secretary to the Administration Staff meetings and Local Contracts Review Committee.
6. Track suppliers’ invoices paid and follow-up on receipts for VAT claims.
7. Process requests for office supplies by units/staff, issue and update inventory cards/bins.
8. Support CSU staff on photocopying relevant background and supporting documents, receipts and invoices for managed attachments, suppliers’ evaluations, VAT claims as well as background documents for DI accountabilities.
9. Liaise with suppliers to obtain monthly statements and follow-up on all payments outstanding.
10. In collaboration with CSU staff, monitor deadlines, reminding staff members of pending issues and ensuring that correspondence and queries are responded in a timely manner.
11. Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance.
12. 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.
13. Ensure incoming correspondence and requests are in line with instructions, WHO standard rules, practices and procedures; editing and correcting them as necessary in terms of adequacy of supporting documents, background materials, logical flow of information and grammar; prior to their submission for signature or clearance of relevant authority.
14. Maintain filing systems of administrative documents and supplier contracts, ensuring that all activities supported are traceable and accessible as required.
15. Support the organization of team and departmental meetings, workshops, seminars including developing list of participants, preparing letters of invitation, reservation of meeting rooms and hotel accommodation, dispatching of materials and liaising with participants and others involved.
16. Prepare presentations using Power Point and other software packages on own initiative or on the basis of instructions.
17. Schedule weekly tea and ad hoc meetings, according to schedules and need, taking and preparation of minutes.
18. Act on other positions in the CSU department when other colleagues are away.
19. Perform other related duties required or instructed, including providing support to other areas of work.
Achievement Activities Include: Timely and high-quality output and results to support the achievement of the objectives of the unit, and enable effective program implementation in the region.
With whom and for what purpose does the job require contacts?
Within unit/division WHO Representative, Operations Assistant To discuss assignments, obtain and give information, provide support;
Within Organization at duty station Staff at all levels I the CSU, other clusters and departments, and administrative, financial and other services To exchange information as related to travel arrangements, meetings, etc.
Within Organization outside duty station Counterparts in partners Organization/institutions To exchange information as related to travel arrangements, meetings etc.
Outside the Organization Visitors and participants to meetings
To give/obtain information and provide secretarial support during meetings
Essential:- Completion of secondary school education and/or equivalent technical or commercial education.
Desirable:- Training in typing/secretarial tasks and/or in a clerical field is desirable.
Competencies : Generic
*1. Knowing and managing yourself
*2. Producing results
*3. Fosters integration and team work
4. Moving forward in changing environment
Functional Knowledge and Skills:-
The incumbent maintains and updates proficiency in the use of modern office technology through in-house courses, on-the-job training or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
Work requires the use of word processing or other software packages, and standard office equipment. Formal or self-training in the use of standard office software. Training in Oracle-based or other ERP systems an asset. Work requires the use of word processing facilities to create, edit, format and print correspondence and documents, spreadsheet and visual presentation software; extensive use of e-mail and scheduling software to improve communication both internally and externally, Oracle/GSM for administrative matters.
At least 2 to 4 years of experience as a professional Secretary.
Desirable:- Experience in administrative support in WHO or another UN agency is an asset.
Working knowledge of French would be an added advantage