Secretary

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. More about G-4 contracts.

OBJECTIVES OF THE PROGRAMME

The Division of Country Health Policies and Systems (CPS) assists countries in the Region with the design and implementation of appropriate health policies and systems to strengthen universal health coverage. It works to strengthen data-driven, evidence-informed, contextually tailored health policy development and implementation at national, regional and local levels, taking an inclusive approach across the life course. The Division advocates strengthening of public health leadership, focusing on implementing policies that are people centred, promote health, prevent illness, and address the social and economic determinants of health, while fostering leadership on equity, human rights and gender mainstreaming in health. It focuses on building capacity for health systems innovation to enable the sustainable delivery of high-quality primary health and community services that are effectively linked to hospitals, and mental health, public health and social care services. To do so, CPS supports country efforts to facilitate access so as to leave nobody behind, to improve financial protection, to strengthen the health workforce, to increase access to affordable medicines and technologies, and to promote the uptake and implementation of digital technology. The Venice Office works in the thematic areas of health equity, social and economic determinants of health, and investment for health in the context of the 2030 Agenda for Sustainable Development and the European Programme of Work. The Venice office works to further implement the concept of the Economy of Health and Wellbeing and promote investment in health and health systems. At country level its work strengthens awareness of the links between inequity and impact on health services and promote health equity and reducing health inequalities as a priority for social cohesion and economic growth. Particular attention is given to the promotion of gender equality and human rights, in line with GPW13, EPW, WHA and EURO MS discussions. Implementation and support at country level is facilitated through the coordination of networks at local, regional, national and sub-regional levels.

DESCRIPTION OF DUTIES

Under the managerial oversight of the Head of Venice Office, the incumbent provides a variety of secretarial and administrative services in support of the activities of the Venice Office and to the technical teams for Gender equality and Right and Social Determinants of Health.

Key duties:

1. Drafts correspondence and documents based on written/verbal prompts from the professional staff of the unit. 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 regional meetings and educational activities, in accordance with established procedures.
3. Makes travel arrangements for duty travels and, in accordance with established procedures, prepares approval memoranda, travel authorizations and follows upon issue of duty travel reports.
4. Prepares correspondence for the recruitment of consultants and temporary advisers; arranges briefing appointments and provides secretarial support for them while in EURO; processes agreements for performance of work and other types of contractual arrangements 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.
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. Provides briefing and guidance to staff at all levels in the unit/programme on office practices and procedures; liaises with, 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.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school or equivalent. Desirable: Relevant higher education or post-secondary school courses in a field relevant to the position.

Experience

Essential: At least 3 years of progressively responsible experience in the secretarial/administrative field. Desirable: Experience in an international environment or institution. Relevant experience in WHO or in the UN.

Skills

Proficiency in the use of standard office computer software, note taking and operation of computerized systems and databases. Ability to work in a fast-paced environment. Ability to identify and manage one's own emotions, as well as helping others to do the same.

WHO Competencies

1. Teamwork
2. Respecting and promoting individual and cultural differences
3. Communication
4. Producing results
5. Knowing and managing yourself

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Italian. Desirable: Intermediate knowledge of French, Russian, German.

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 EUR 37,299 (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.