- Provide administrative support to the Deputy WHO Representative’s Office, and all Cluster Leads reporting to the Deputy WHO Representative.
- Support with various correspondence based on the orientation of the D-WR and Program Officers in the SMO cluster; finalizing necessary documents in accordance with WHO and departmental styles and check language, grammar and accuracy before submission for approval and signature;
- Organize the administrative preparation of internal and external meetings, including the preparation of business plans in GSM / Oracle, letters of invitation, cost estimates and travel requests; assist in the preparation of documents; sending materials and liaising with participants and others involved;
- Analyze correspondence and requests received, highlight incoming documents and attach background information and identify areas requiring action by Program Managers, drawing attention to important issues. Schedule meetings of Program Administrators, according to schedules and needs; take minutes of meetings and follow up on issues requiring action to ensure prompt response to WHO requests;
- Obtain information documents for meetings, seminars, workshops, etc. which Program Administrators take part in, verify their availability and ensure that they have the appropriate information files and documents;
- Ensure that technical reports and documents conform to WHO standards, rules, practices, procedures and editing style and correct them as necessary prior to submission to the Representative’s signature.
- Use appropriate monitoring tools, monitor and ensure deadlines and deadlines are met, and correspondence and requests are analyzed and processed as soon as possible;
- Use GSM to prepare requests for official travel by Program Administrators. Make airline and hotel reservations, prepare travel records and handle other related matters upon request;
- Collaborate and interact with Programme Assistants in the other Clusters for administrative support related to cross cutting functions of the SMO Technical Officers whose work is of cross cutting nature.
- Perform other related duties as required or directed, including support to the Administration and the Deputy Representative’s Office.
- Minimum Requirements:
Education:
- Essential: Completion of secondary school education or equivalent technical or commercial education, supplemented by training/certification in Administrative and/or Management
- Desirable: Training in secretarial tasks and/or in an administrative field is desirable. Diploma or First University Degree in relevant field
Experience:
- Essential: Minimum of eight (8) years of relevant experience.
- Desirable: Experience in administrative support positions in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.
Language Skills:
- Essential: Expert knowledge of English.
- Desirable: Expert knowledge of Local Language.
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