DEADLINE: 1 May 2016 

DESCRIPTION OF DUTIES

Under the general supervision of the HWO and day-to day supervision of Administrative/Operations Officer, the incumbent performs a wide range of administrative and secretarial duties requiring a high degree of autonomy and judgment to enhance communication and to ensure coordination of activities within the Country Office. 

Secretarial/Administrative duties:

- Prepares on own initiative or at the request of the HWO correspondence, documents; assists/advises CO staff in preparing outgoing correspondence and makes informal translations of incoming correspondence; types correspondence, forms or documents from dictated, handwritten or taped material, correcting language and content where appropriate; prepares and signs routine correspondence; takes and transcribes notes/minutes at various internal meetings.
- Participates in the preparation of internal meetings by preparing background material, attending such meetings and taking notes as required; schedules, attends and takes notes at regular programme reviews (mid-term and other reviews), when required briefs staff on preparation for reviews; organizes CO meetings meetings. 
- Supports HWO's duty travel and/or attendance at meetings by preparing full background/briefing files and, where necessary, prepare background for HWO's speeches and types such speeches; makes all arrangements for HWO's duty travel, and ensures timely distribution of duty travel report. 
- Screens, prioritizes and routes incoming mail addressed to HWO; checks background, reviews and clears outgoing correspondence prepared by units for the HWO's signature, ensuring presentation in conformity with WHO programmes and policies, rules and office procedures, official addresses and use of official languages. 
- Creates, maintains and uses filing, reference and follow-up systems for work of HWO's office, which includes: maintaining an up-to-date list of staff in the CO; HWO 's deadlines, as well as monitoring and following-up deadlines issued by HWO , RDO, and other divisions/units; anticipates HWO 's needs and obtains/researches appropriate material. 
- Maintains HWO's diary, timing appointments to make best use of time available; using discretion screens telephone calls and answers queries making use of knowledge of programmes of the department; receives and makes programmes for official visitors; makes arrangements for official lunches, dinners and receptions on behalf of HWO, as required.

General assistance to the work of CO:

- Assists the Administrative/Operations Officer, in updating GSM records based on decision taken by the HWO. 
- Assists in the organization of external meetings held in the country (working groups, seminars/courses, workshops and symposia etc.), i.e.: makes general administrative preparations; assists with visa requests and follows up with the respective department of the MoFA.
- 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. Maintains the filing system of the CO.
- 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. 
- Liaises with, assists or replaces other secretaries or programme assistants in the CO should the need arise.

Miscellaneous:

- Performs other duties as required.

REQUIRED QUALIFICATIONS

Education:

Essential: Completion of secondary school or equivalent. 

Desirable: Relevant higher education from an accredited institution. 

WHO only considers higher educational qualifications obtained from an accredited institution.

Skills:

Essential: Proficiency in the use of standard office computer software, note taking and operation of computerized systems and databases.

Competencies required:

1) Communicating in a credible and effective way: speaks and writes clearly, adapting communication style and content so they are appropriate to the needs of the intended audience. Conveys information and opinions in a structured and credible way. Ensures that messages have been heard and understood. Keeps others informed of key and relevant issues. 
2) Knowing and managing yourself: works productively in an environment where clear information or direction is not always available. Remains productive when under pressure. Stays positive in the face of challenges and recovers quickly from setbacks. Uses constructive criticism to improve performance. Shows willingness to learn from previous experience and mistakes, and applies lessons to improve performance. Seeks feedback to improve skills, knowledge and performance.
3) Producing results: demonstrates a systematic and efficient approach to work. Produces high-quality results and workable solutions that meet client needs. Monitors own progress against objectives and takes any corrective actions necessary. Acts without being prompted and makes things happen; handles problems effectively. Takes responsibility for own work. Sees tasks through to completion.
4) Ensuring the effective use of resources: develops plans into clearly defined objectives that take account of changing circumstances. Identifies priorities and defines realistic objectives and timelines. Establishes measures to monitor resources and progress of activities as planned. Monitors costs and seeks to use the most cost-effective methods. 
5) Respecting and promoting individual and cultural differences: demonstrates the ability to work constructively with people of all backgrounds and orientations, Respects differences and ensures that all can contribute.
see WHO Global Competencies model at http://www.who.int/employment/competencies/en/

Experience:

Essential: At least 5 years of progressively responsible administrative experience.

Desirable: Experience within the UN system or other international organizations.

Languages:

Essential: Excellent (mother tongue or advanced) knowledge of English and Russian.

Additional Information:

(*) Extension of appointment is subject to a) satisfactory performance, b) continued need for the function, and c) availability of funds.

This is a LOCAL vacancy and as such, only qualified applicants residing within commuting distance of MOSCOW will be considered.