World Health Organization (Regional Office for Ukraine)

The following short-term vacancy is available:

Title: Secretary

Grade: Initially C-3

Official station: WHO Liaison Office, Kiev, Ukraine

Assignment Duration: Initially 6 months

Duties:

As part of a country office team, the incumbent performs a variety of secretarial, coordinating, monitoring and administrative services in support of the activities to be performed in the framework of the country work implementation\development. Typically, the incumbent performs the following duties:

Provides administrative, logistical support and secretarial assistance with regard to the organization of WHO activities held in and outside the country (working groups, seminars/courses, workshops, and symposia), expert missions to the country, in-house events; arranges hospitality as appropriate. Arranges duty travel. Acts as interpreter\translator when required.

Maintains office handbook in an up-to-date form, including directories of central and local governmental institutions and officials, diplomatic missions, international agencies and projects present in the country, NGOs; standard letters and templates etc. Keeps WHO country staff directory and maintains attendance records, including annual leave cards.

Maintains inventory of office equipment and other indispensable assets, takes care of fixing the country office needs in stationary and disposables and ensures in-time warehouse replenishment. Keeps a ranked roster of good and service suppliers. Maintains WHO Documentation Module and all WHO documentation in consultation with the WHO Information and Documentation Center; ensure that information is properly disseminated.

Organizes external communications including a) sending outgoing and receiving incoming correspondence, logging and redistributing mail, b) managing fax, telephone and e-mail communication, c) managing and updating mailing lists. Ensures the e-mail system is used to the maximum – thus all WHO documentation should be sent by e-mail. Evaluates the urgency or critical nature of items, and brings them along with necessary background information to the attention of the responsible staff. Maintains follow-up system, informs and reminds responsible staff of follow-up dates and deadlines for response or specific actions, supplying supporting materials as appropriate.

Drafts correspondence and documents in consultation with the Head of Country Office\Liaison Officer. Independently composes and finalizes correspondence of administrative nature. Revises country office correspondence, reports, and documents for proper form and (non-technical) content. Provides rough translation or synopsis of incoming mail, and drafts from standard texts and phrases outgoing correspondence. Types reports and other documents.

Maintains the country office’s filing system of technical documents and correspondence. Creates background files and compiles reference material as appropriate. Accesses and retrieves information from relevant databases and updates as required. Keeps the country office document registry and regularly archives purged master files containing key documents for official record purposes.

Records events and retrieves from newspapers and Internet the news relevant for WHO country work development. Takes notes at meetings and drafts minuets. Takes and transcribes from dictation, recordings and hand written drafts. Coordinates in-house work towards timely and quality progress reporting based on WHO EURO requirements.

Responds to and acts on telephone enquiries in a timely manner. Assesses the critical nature of technical enquiries and refers them to appropriate staff for reply. Coordinates appointments for Head of Country Office/Liaison Officer and organizes programmes for visitors.

(a) Education:

equivalent to graduation from a school of III level of accreditation according to national classification.

(b) Training:

secretarial/administrative training, or equivalent work-related experience, including typing and proven skills on standard office software and minute-taking or shorthand/dictation at prescribed speeds;. communication and advisory skills

(c) Experience (length and nature):

considerable and progressively responsible experience in the secretarial/administrative field, several years’ experience in international organisations\projects and\or knowledge of WHO\UN regulations would be an asset

Good knowledge of English and Ukrainian. Good computer skills.

Application:

Applications and detailed CVs in English language with the reference to this position are to be submitted:

to e-mail address : vegorov@un.kiev.ua, or fax (044) 253-26-07.

Please, indicate the Position you are applying for in the Subject line of your message.

WHO will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest. Qualified women are strongly encouraged to apply.

Deadline for applications is 21 July 2003.