DESCRIPTION OF DUTIES
As part of a unit team, and in close collaboration with other teams within the Bonn Office, the incumbent performs a variety of secretarial and administrative services in support of the activities in Climate change and health of the European Centre for Environment, Climate Change and Health.
Key duties:
The incumbent will:
·Draft correspondence and documents based on written/verbal prompts from the professional staff of the unit
·Compose and finalize correspondence of administrative nature
·Provide translation or synopsis of incoming mail
·Take notes at meetings and type reports and other documentation
·Assist with the administrative preparation and conduct of regional and national meetings and educational activities, in accordance with established procedures
·Make duty travel arrangements in accordance with established procedures
·Prepare correspondence for the recruitment of consultants and temporary advisers
·Arrange briefing appointments and provide secretarial support for them while in EURO
·Process agreements for performance of work and other types of contractual arrangements as required
·Manage related correspondence, follows up on deadlines of such agreements/contracts, and prepares payment instructions
·Initiate action to process or follow up on correspondence, documentation and forms
·Create background files and compiles reference material as appropriate
·Access and retrieve information from relevant databases and updates as required
·Respond to and acts on e-mail and telephone enquiries and requests for information
·Assess the critical nature of technical enquiries and refers them to appropriate staff or reply
·Coordinate appointments for supervisor(s) and organize programmes for visitors
·Provide briefing and guidance to staff at all levels in the unit/programme on office practices and procedures
·Liaise with, assists or replaces other secretaries and/or programme assistants in the unit or department should the need arise
·Perform other related duties as required
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary school or equivalent.
Desirable: Relevant higher education from an accredited institution.
Experience
Essential: At least 5 years of experience in the secretarial/administrative field.
Desirable: Experience in an international environment or institution. Relevant experience in WHO or the United Nations.
Skills
·Proficiency in the use of standard office computer software
·Note taking and operation of computerized systems and databases
·Emotional intelligence: 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. Knowing and managing yourself
5. Producing results
Use of Language Skills
Essential: Expert knowledge of English
Desirable: Intermediate knowledge of French, Russian, German.