Secretary Job Vacancy at WHO in Uganda

OBJECTIVES OF THE PROGRAMME :
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.

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.

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.

Description of duties:
Under the general supervision of the Operations Officer, the incumbent performs the following functions:
GENERAL
Oversee and monitor the information flow, screening, sorting and analyzing, identifying areas which need action.
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.
Register, classify and route incoming correspondence, documents and other material.
Act as a secretary to the Administration Staff meetings and Local Contracts Review Committee.

REQUIRED QUALIFICATIONS
Education:
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.

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.

IT Skills
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.

Experience:
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.

How to Apply:
https://erecruit.who.int/public/hrd-cl-vac-view.asp?o_c=1000&jobinfo_uid_c=35010&vaclng=en

Deadline: 15/Jan/17