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Sunday, February 15, 2015

Administrative Assistant

by Unknown  |  at  12:36 PM

The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No: AFRO/15/FT61

Title: Administrative Assistant

Grade: G7

Contract type: Fixed-Term Appointment

Duration of contract:  Two(02) years
 
Date: 6 February 2015

Application Deadline: 20 February 2015
(5 day(s) until closing deadline)
Currently accepting applications

Duty Station:  Brazzaville, Congo
 
Organization unit: AFRO Africa Regional Office (AF/RGO) /
AF/ORD Office of the Regional Director (AF/ORD)
Country Analysis and Support (CAS) Unit
 
OBJECTIVES OF THE PROGRAMME :
The Country Analysis and Support (CAS) Unit supports WHO effective presence at country level through the collection of data and gathering of intelligence and making policy and strategic proposals for use by the Regional Director in ensuring the improvement of the work of the organization at country level.
Description of duties:
Under the general supervision of the CAS Coordinator and the direct supervision of the CAS Administrative Officer, the incumbent provides secretarial and administrative supports to the CAS Unit as follows:

1.Receives, screens, logs and routes Unit's incoming correspondences and maintains follow-up system;

2.Types correspondences, documents and reports and ensures spelling, punctuation and format correctness ;

3.Prepares and shares minutes of the Unit coordination meetings;

4.Maintains records of general and confidential correspondences/documents/files;

5.Keeps updated lists of names, addresses, emails and telephone numbers of AFRO WHO Representatives (WRs) and other dignitaries often contacted by the Unit;

6.Assists in updating the databases managed by CAs unit;

7.Makes travel arrangements for the missions of the Unit members in collaboration with the Regional Support Unit;

8.Contributes to the preparation of internal and external meetings organized by the Unit as well as teleconferences and videoconferences by liaising with colleagues in Administrative Services, Conference & Protocol and Regional support Units;

9.Assists the Unit team members in formatting meeting presentations;

10.Follows-up editing and printing of publication produced or monitored by the Unit and ensures their appropriate dissemination;

11.Assists in the preparation and the follow-up of the implementation of the Unit biennial workplans and budget;

12.Assesses office supplies need for the Unit and initiates process for replenishment accordingly. Keeps record of the distribution of valuable equipments under the custody of the Unit. Reports office facilities and/or equipments issues and submits maintenance and/or repair requests;

13.Acts as the focal point of the Unit for the follow-up of the Unit staff members leave;

14.Performs other duties as required.
REQUIRED QUALIFICATIONS
Education:
Essential: Completion of secondary school education; or its equivalent in technical or commercial education. Training in secretarial tasks

Desirable: First university degree in management, law, business administration or other related fields would be an asset.
Skills: 
Thorough knowledge of secretarial skills including proven typing ability; Excellent interpersonal relationship and ability to deal with staff at all levels.

Awareness of WHO rules and regulations, policies and procedures. Tact, discretion and ability to keep information confidential are essential.

1. Producing results;
*2. Communicating in a credible and effective way;
*3. Fostering Integration and Team Work
*4. Respecting and promoting individual and cultural differences
Experience:
Essential: Ten (10) years of work experience in secretarial/administrative assistant positions in a recognized public or private institution.

Desirable: Some experience with WHO or other UN agencies would be an asset
Languages:
Excellent knowledge of French and working knowledge of English.
Annual salary: (Net of tax)
at single rate

This vacancy notice may be used to fill other similar positions at the same grade level.

Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.

WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.

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