Secretary

Vacancy Notice No: AFRO/15/FT438
Grade: G4
Contract type: Fixed-term Appointment
Duration of contract:  One Year
Application Deadline: 4 September 2015
Duty Station:  Kampala, Uganda
Organization unit: AF_UGA Uganda (AF_UGA)/AF_UG2 Administration (AF_UG2)
 
OBJECTIVES OF THE PROGRAM :
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.

Description of duties:

1. Oversee and monitor the information flow, screening, sorting and analyzing, identifying areas which need action.

2. Ensure effective and timely follow-up on requests for information, briefings and other actions emanating from the units/teams as appropriate.

3. Receives visitors and telephone calls with tact and discretion and acts according to the nature and urgency of each including redirecting as appropriate and arranges appointments for Program Officers.

4. Registers, classifies and routes incoming correspondence, documents and other material.

5. Maintain and update filing, inventory, mailing and database systems, either manually or using a computer.

6. Monitors cluster budget by maintain summary sheets of expenditure by Awards.

7. Follow-up process with procurement requests for respective programs.

8. Take minutes for cluster on various subjects.

9. Perform any other duties assigned by the WHO Representative.

REQUIRED QUALIFICATIONS
Education:

Essential:
Completion of secondary school education and/or equivalent technical or commercial education.

Desirable experience:
Training in typing/secretarial tasks and/or in a clerical field is desirable.

WHO only considers higher educational qualifications obtained from an accredited institution.
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.
  
  
  

WHO Competencies:
1. Knowing and managing yourself
2. Producing results
3. Fosters integration and team work

Experience:
Essential:
2 to 4 years of experience in clerical or office work
Desirable:
Experience working in WHO would be an added advantage. Experience in Oracle-based or other ERP systems an asset.

Languages:

Excellent English language