Vacancy Secretary, France

The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No: HQ/10/HSE/TA175
Title: Secretary
Grade: G4
Contract type: Temporary appointment
Duration of contract: 12 months
Date: 4 October 2010
Application Deadline: 25 October 2010
Duty Station: Lyons France
Organization unit: HQ/HSE Health Security and Environment (HQ/HSE), HQ/IHR International Health Regulations Coordination (HQ/IHR)

OBJECTIVES OF THE PROGRAMME :
Assigned to the WHO Lyon Office for National Surveillance and response Strengthening (LYO),
the incumbent provides secretarial and clerical support to a group of professional staff members.

Description of duties:
The incumbent provides secretarial support to a number of staff in one of the work areas of the
WHO Lyon Office. The duties and responsibilities include:
1. To receive, screen and distribute incoming correspondence, attaching background information or related file as necessary and forwarding to the staff concerned, drawing their attention to specific issues/problems as necessary;
2. Using on-line systems, to prepare travel requests, check timetables and costs with
in-house travel agent, making flight and hotel reservations, and dealing with other related matters as requested or on own initiative;
3. In collaboration with the Coordinator's Assistant and/or the Assistant to the Director, to monitor deadlines, reminding staff members of such and ensuring that correspondence and queries are responded to in a timely manner;
4. To draft replies to general and administrative correspondence on the basis of instructions or on own initiative, and finalizing such;
5. To type, edit for language and grammar, correct and format, in accordance with WHO and departmental styles, technical reports and documents, tabular materials and to assist in preparing presentations;
6. To obtain documents and information from the department and cluster staff and from other clusters, programmes and agencies/institutions as required; to perform information-resource- searches (library, internet) as requested;
7. To maintain, in close collaboration with colleagues, the work area filing system, and to maintain files for the professional staff members supported, obtaining relevant information as required;
8. To screen and receive visitors and telephone calls with tact, discretion, making appointments, answering queries and/or redirecting visitors and callers with diplomacy and courtesy, obtaining background information on the purpose of appointments;
9. To participate in the organization of team and departmental meetings, workshops, seminars, etc., and to provide assistance to other teams with the preparation of such as needed, e.g. list of participants, travel requests, letters of invitation, documents, photocopying and preparing briefing files, presentations and slides; and preparing the necessary documents for WHO security to ensure that identification badges are ready in a timely manner, reserving meeting rooms, dealing with hotel bookings.
10. During meetings, workshops and seminars, to provide secretarial support and assistance to participants, typing and/or amending reports and documents;
11. To replace support staff as required.To perform other related duties as required or instructed, including provision of support to other areas of work and teams or the department, as required.

REQUIRED QUALIFICATIONS

Education:
Completion of secondary school education or equivalent.
Skills:
*Training:
Secretarial training. Training in office procedures and in the use of standard office software such as MS Word, Excel, Power Point, and standard internet applications, etc.
The incumbent maintains and updates their proficiency in the use of modern office technology through in-house courses, on-the-job training and/or self-training. He/she keeps abreast in changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO.

Experience:
At least 3 years' secretarial experience, preferably including some experience in WHO to have knowledge of its procedures and practices as related to the work. Experience in the organization of WHO official meetings an advantage.

Languages:
Excellent knowledge of English and French.

Additional Information:
This post is subject to local recuitment and will be filled by persons recruited in the local commuting area of Lyon.
Other similar positions at the same level may be filled from this vacancy notice.

Annual salary:
(Net of tax)
Euros 33 670 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.
WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.
WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.