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Qualifications
OBJECTIVES OF THE PROGRAMME
The WHO Country Office in Papua New Guinea works closely with the National Department of Health and other development partners and stakeholders to promote the global and regional health goals to achieve good health for Papua New Guinea citizens. The strategic priorities include: 1) achieving sustainable health outcomes; 2) strengthening health systems; and 3) emergency preparedness, surveillance and health security.
DESCRIPTION OF DUTIES
Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:
1.Receive, screen, track and distribute incoming correspondence, attaching background information or related file, and forwarding to the staff concerned, drawing their attention to specific issues/problems as necessary.
2. Draft replies to general and administrative correspondence on the basis of instructions or on own initiative and finalize such correspondence.ย
3. Using GSM/SAP Concur, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.
4. Initiate, through Oracle/GSM procurement module, contracts for consultants, Agreements for Performance of Work (APW), and other contract modalities. Monitor and record receipt of deliverables and initiate and monitor payments as needed. Initiate, through Oracle/GSM procurement module, requisitions for goods procurement, and monitor and receipt of deliverables.ย
5. In collaboration with senior administrative support staff, monitor deadlines, reminding staff members of such and ensuring that correspondence and queries are responded to in a timely manner.ย
6. Type, edit for language and grammar, correct and format, in accordance with WHO and departmental styles, technical reports and documents, tabular materials and assist in preparing presentations.ย
7. Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.ย
8. Maintain filing systems, ensuring that all activities supported are traceable and accessible as required.ย
9. Screen and receive visitors and telephone calls with tact, discretion, making appointments, answering queries and/or redirecting visitors and callers with diplomacy and courtesy, obtaining background information on the purpose of appointments.ย
10. Support the organization of team ย meetings, workshops, seminars, etc., including the typing of lists of participants, preparation of travel requests, letters of invitation, files, presentations and slides, reservation of meeting rooms and hotel accommodation.ย
11. Replace other support staff as required.ย
12. Perform other related duties as required or instructed, including provision of support to other areas of work and teams within the department, as required.
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary school education or equivalent.
Experience
Essential: At least 3 years of relevant experience in secretarial or administrative roles.
Desirable: Relevant experience in WHO or another UN agency is an asset. Experience in Oracle-based or other ERP systems is an asset.
Skills
Sound organization and wide range of office skills.
Sound knowledge and skills using a variety of office and computer packages.
The ability to multitask and work independently when required.
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.ย
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 communications both internally and externally, Oracle/GSM for administrative matters.
WHO Competencies
Teamwork
Respecting and promoting individual and cultural differences
Communication
Knowing and managing yourself
Producing results
Enhanced WHO Global Competency Model: who-enhanced-competence.pdfย
Use of Language Skills
Excellent knowledge of written and spoken English and local language.
other 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 communications both internally and externally; Oracle/GSM for administrative matters
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 PGK 45,625 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.