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Vacancy Notice No: WPRO/12/FT428 Title: Secretary Grade: G5 Contract type: Fixed-Term Appointment Duration of contract: 2 years Application Deadline: 23 November 2012 Duty Station: Manila, Philippines Organization unit: WPRO Regional Office for the Western Pacific (WP/RGO) / WP/DHS Director, Health Sector Development (WP/DHS) WP/IER Health Information, Evidence and Research OBJECTIVES OF THE PROGRAMME : To provide secretarial and clerical support to the Asia Pacific Observatory on Health Systems and Policies, based in the Health Information, Evidence and Research (IER) Unit, and to the Health Sector Development (DHS) Division. Description of duties: Under the supervision and guidance of the Director of the Asia Pacific Observatory, and the Technical Officer, Health Policy and Systems Research, the incumbent performs the following duties and functions: 1. Screens incoming correspondence, documents and reports and routes to the supervisor with full background information; ensures its distribution and follows up on deadlines; 2. Drafts/prepares non-technical and technical correspondence, reports, etc. using word-processing equipment, ensuring grammatical accuracy, conformity with procedural accuracy and format; drafts/prepares general correspondence not involving policy or technical knowledge on own initiative or from brief instructions; 3. Initiates administrative formalities relating to budget monitoring and implementation, processing of various contracts and documents procurement of supplies and equipment requests, etc. in GSM; 4. Assists in the preparation of fundraising proposal, the drafting of donor agreements, and preparation of financial and narrative donor reports; 5. Provides support in the organization and arrangements of formal/informal meetings, consultations, workshops and training courses, including preparation of related files, recruitment of temporary advisers, invitation to country participants, and logistics. Responsible for the preparation of invitation letters to country representatives/observers and NGOs; 6. Opens, organizes and maintains general and project files with an appropriate system for follow up on responses and deadlines; 7. Sets up schedules or appointments for supervisors and visitors; prepares briefing folders for the supervisor's duty travel, field staff and other temporary staff; 8. Assists in searching, compiling and maintaining information relevant to the programme and in the monitoring of projects' implementation; performs liaison duties with other units; 9. Makes travel arrangements for the supervisor; prepares briefing materials for his/her use on official trips or special meetings; and in his/her absence, briefs or take notes on matters for which the programme is responsible; 10. Occasionally replaces staff within the division during their absence as coordinated by the Principal Administrative Assistant to the Programme Director; and 11. Performs other related duties as may be required. REQUIRED QUALIFICATIONS Education: Equivalent to graduation from secondary school with thorough training in clerical and secretarial duties. Skills: Thorough knowledge of office procedures. A proven track record in using programme management software (GSM or equivalent). Good communication and interpersonal skills. Ability to act with tact, diplomacy, discretion and respect for confidentiality. Ability to prepare correspondence, summary of meetings, documentation and notes for the record, etc. Typing skills at required speed. Good computer skills and ability to adapt to various software applications, including Word and Excel. Ability to work harmoniously as a member of a team, adapt to diverse educational and cultural backgrounds and maintain a high standard of personal conduct. Experience: Five years' experience in secretarial/clerical posts, preferable, including experience in WHO or in another international organization. Languages: Excellent knowledge of spoken and written English. Additional Information: Post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the office. Only candidates under serious consideration will be contacted. Annual salary: (Net of tax) 477 362 at single rate A written test and interviews may be used as a form of screening Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures. All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. Source: WHO.

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