Responsibilities

• Initiate correspondence projects on the orientation of programme managers and finalise them in accordance with WHO and departmental styles and check language, grammar and accuracy before submission or approval and signature
• Organise 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
• Analyse correspondence and requests received, highlight incoming documents, attach background information, and identify areas requiring action by programme managers, drawing attention to important issues
• Schedule meetings of programme 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 programme administrators take part in, and verify their availability, ensuring 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 are met, and correspondence and requests are analysed and processed as soon as possible
• Use GSM to prepare requests for official travel by programme administrators
• Make airline and hotel reservations, prepare travel records and handle other related matters upon request
• Perform other related duties as required or directed, including providing support to the administration and the representative’s office

Requirements

• Secondary school education with administrative training
• Diploma in Secretarial Science/Management or Administration from recognised university/college
• Five years, minimum, of experience in programme and administrative support positions in a recognised public or private institution
• Experience in administrative support positions within WHO or another UN agency is an asset
• Experience using Oracle-based systems or another ERP-like system is an asset
• Expert knowledge of English
• Intermediate knowledge of French

To apply and for more information, click here.

Photo source: WHO