Assistant to Director

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Description

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The WHO’s Health Emergencies Programme aims to build the capacity of Member States to manage health emergency risks, and lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery to affected populations.

Duties:

• Within the Office of the Director, the incumbent provides a range of administrative support and secretarial assistance to the Director to ensure smooth, efficient and effective operations of the administrative functions of the Programme. The incumbent is assigned all or part of the following responsibilities:
• Oversee and monitor the information flow of the Director’s office. Analyse incoming matters in the light of background material, instructions, policies and precedents; research and attach background documentation in anticipation of the Director’s questions and information needs, identifying and highlighting areas requiring action by the Director.
• Coordinate presentation to the Director of all documents requested of and provided by units/programmes/offices under his/her responsibility by ensuring that all such documents are logically compiled, formatted and assembled in a manner that facilitates the work of the Director. Compile and prepare reports/summaries on key ongoing matters and issues as required by the situation. Ensure that information required by the Director for decision-making is reviewed in a timely fashion by the appropriate supporting technical team under the office of the Director.
• Ensure effective and timely follow up on requests for information, briefings and other actions emanating from the office of the Director, liaising with divisions/units/teams/offices as appropriate. Using appropriate tracking tools, follow-up and ensure that deadlines are met and queries addressed in a timely manner. Develop and maintain systems to monitor work progress and submissions and deadlines. Conduct information searches and retrieve key information as needed by the Director, when necessary compile summaries.
• Create, maintain, update and monitor access to specific Director files and reference system, ensuring timely and appropriate filing of confidential and sensitive information.
• Manage smooth operation of the Director’s daily agenda and calendar, scheduling and arranging meetings and visits, including high-level dignitaries and delegations from governments, other UN agencies and/or WHO partners, etc. observing appropriate protocol and exercising tact and discretion. Provide background information for appointments with internal and external visitors, contact units in the division to obtain information and/or request preparation of speeches, briefings, etc.
• Screen and receive visitors and telephone calls with tact and discretion, make appointments and act according to the nature and urgency of each, including redirecting as appropriate; provide background information concerning purpose of appointments with official visors and/or staff members; arrange/rearrange schedules disrupted by unexpected events.
• For internal meetings organized by the Director, prepare agenda and other papers, ensure that documentation and briefing files are prepared in due time. Proactively organize internal meetings of staff when and as needed in connection with key work of the Division and Director’s office. Provide assistance with preparation of Director’s speeches/speaking points at external meetings, as needed.
• Manage and organize all duty travels for the Director.
• Draft general or administrative correspondence on own initiative for the Director’s signature and more technical correspondence according to instructions given by the Director, ensuring that correspondence/documents submitted for the Director’s clearance/signature follow WHO rules, practices and procedures, proofreading and recommending revisions to administrative correspondence and other material for the Director’s signature to ascertain accuracy in content, conformance to established practices, policies and procedures and returning to divisions/programmes for further action as necessary. Finalize correspondence/reports as needed/requested. Prepare confidential correspondence and documentation as required.
• Maintain close contact with a broad range of staff at all levels in the Division and outside, ensuring timely flow of information during planning and evaluation exercise and follow up on deadlines, collecting information from divisions/programmes, checking and editing as necessary, for timely submission to the Director. Reply on administrative and operations matters related to the work of the Director’s office on behalf of the Director, as delegated.
• In the absence of the Director, ensure the smooth running of the office by briefing and supporting the acting person. Provide assistance with training and briefing other staff within the Director’s office when necessary.
• Perform other duties as assigned by the Director within the range and scope of assigned responsibility.

Required Qualifications:

Education

Essential:

• Completion of secondary school education or equivalent commercial school.

Experience:

Essential:

• At least 8 years of relevant experience.

Skills:

• Strong organization and office skills, as well as skills in note taking and minutes writing. 
• Strong skills to work independently. 
• Sound knowledge and skills in using a variety of office and computer packages. Ability to multitask and work under pressure, in a fast-paced environment. 
• Ability to exercise discretion at all times in judging the importance, urgency and confidential nature of various issues, and tact when dealing with staff and external partners.
• Ability to identify and manage one’s own emotions, as well as helping others to do the same.

Language Skills:

Essential:

• Expert knowledge of English.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2405271

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