Secretary

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WHO - World Health Organization

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Application deadline 3 years ago: Monday 8 Mar 2021 at 23:59 UTC

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Contract

This is a UNV International Youth contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Youth contracts.

Eligibility criteria

Candidate age: between 18 and 29 throughout the entire duration of their assignment. Nationals of the country of assignment are not eligible, except the assignments in Headquarters duty stations.

Description of task

Within the delegated authority and under the supervision of Head of WHO European Office for Investment for Health and Development or his/her designated mandated representative(s), the UN Volunteer will:

As part of the team, the incumbent will be required to perform a variety of secretarial and administrative services in support of the technical and policy activities of the Venice Office:

  1. Drafts correspondence and documents based on written/verbal prompts from the professional staff of the Office. Composes and finalizes correspondence of administrative nature. Provides rough translation or synopsis of incoming mail. Takes notes at meetings. Types reports and other documentation.

  2. Assists with the administrative preparation and conduct of online meetings, trainings and policy dialogues in accordance with WHO established procedures.

  3. Makes travel arrangements for duty travels and, in accordance with established procedures, prepares approval memoranda, travel authorizations and follows up on issue of duty travel reports

  4. Prepares correspondence for the recruitment of consultants and staff; arranges briefing appointments and provides secretarial support for them while in the Venice Office; processes agreements for contracts as required and related correspondence follows up on deadlines of such agreements/contracts and prepares payment instructions.

  5. Initiates action to process or follow up on correspondence, documentation and forms. Creates background files and compiles reference material as appropriate. Accesses and retrieves information from relevant databases and updates as required. Assist in the preparation of the VAT forms for invoices processed in 2020.

  6. Responds to and acts on telephone enquiries and requests for information. Assesses the critical nature of technical enquiries and refers them to appropriate staff for reply. Coordinates appointments for supervisor(s) and organizes programmes for visitors.

  7. Assists or replaces other secretaries and/or programme assistants in the unit or department should the need arise.

  8. Performs other related duties as required.

Qualifications/Requirements

Required degree level:

Bachelor degree or equivalent

Required experience:

12 Months

Experience remark:

  • At least 1 year of professional work experience at the national and/or international level in administrative assistance or other relevant areas;
  • Experience with latest IT technologies and trends is an asset, as is experience working in the UN or other international development organization;
  • Excellent oral and written skills; excellent drafting, formulation, reporting skills;

  • Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, Outlook, PowerPoint etc.) and email/internet; familiarity with database management; and office technology equipment;

  • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines;
  • Familiarity with WHO online administrative system (GSM) would be an advantage although a job training will be provided.

Language skils:

  • Fluency in spoken and written English is required;
  • Working knowledge of Italian is desirable;
  • Working knowledge of Russian would be an advantage.

Language skills:

  • English(Mandatory), Level - Fluent
  • Italian(Optional), Level - Working Knowledge

Area of expertise:

Administration and administrative assistance

Driving license:

No

Competencies values:

Accountability, Adaptability and Flexibility, Building Trust, Client Orientation, Commitment and Motivation, Commitment to Continuous Learning, Communication, Ethics and Values, Integrity, Planning and Organizing, Professionalism, Respect for Diversity, Self-Management, Technological Awareness, Working in Teams

Application procedure:

* Not yet registered in the UNV Talent Pool? Please first register your profile at https://vmam.unv.org/candidate/signup. Important: After creating your account, complete all sections of your profile and submit it. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink. Lastly, select the special call to which you would like to apply.

* Already registered in the UNV Talent Pool? Please first update your profile at https://vmam.unv.org/candidate/profile. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink to select the special call for to which you would like to apply.

Application deadline: 08-03-2021

Added 3 years ago - Updated 3 years ago - Source: unv.org