Assistant (Registry)

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education.

Salary

The salary for this job should be more than 1,362 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

OBJECTIVES OF THE PROGRAMME

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.

DESCRIPTION OF DUTIES

Under the guidance and supervision of the Operations Officer, the registry assistant will undertake the following tasks.Ensures maintenance of registry system focusing on achievement of the following results:Setup and maintenance of the office filing system in accordance with the WHO Filing SystemOpening of new subject files as required and disposal of old files in accordance with the established retention schedule.Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documentsProvision of photocopies of material from the confidential registry files, as requested by staff. Assistance in the collection of reference and background material from registry filesEstablishment and maintenance of records system of file movements within the office;maintenance of the office circulation and reading files.Preparation of correspondence and reports related to registry activities Participationin the creation and maintenance of an electronic registry/archive system inclose cooperation with the ICT staffEnsures provision of effective mail management focusing on achievement of the following results:Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer. Registration and dispatch of the outgoing communications, including pouch, and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted forPerform any other duties thatmay be assigned by the supervisor

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary education or equivalent technical training or commercial education. Desirable: Post-Secondary training in registry, documentation or other similar courses.

Experience

Essential: 2-4 years of relevant experience and ability to work using computer. Desirable: Experience in working with United Nations,multilateral or other non-profit international organization in health development or another UN agency is an asset. Experience in Oracle -based or other ERP systems is an asset.

Skills

The incumbent maintains and updates proficiency in the use of modern office technology throughin-house courses, on-the-job training or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure in the department, cluster and WHO, to be able to brief others and explain procedures.

WHO Competencies

Teamwork Respecting and promoting individual and cultural differences Communication Producing results Knowing and managing yourself

Use of Language Skills

Essential: Expert knowledge of English. Desirable:

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 ZAR 265,786 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

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

• Only candidates under serious consideration will be contacted.

• A written test may be used as a form of screening.

• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

• For information on WHO's operations please visit: http://www.who.int.

• WHO is committed to workforce diversity.

• WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.

• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.

• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.