Assistant to the Head of WHO Country Office

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Description

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To ensure the smooth flow of work in WR’s office, in coordination with a range of internal and external stakeholders.  The incumbent coordinates key routine functions of the Representative’s office with different staff and sectors.

Duties:

• Ensure effective and efficient functioning of the office of the head of the WHO country office, exercising discretion and confidentiality for sensitive matters.
• Arrange and maintain HWCO’s calendar of appointments, internal/external meetings including with high-ranking officials, receive visitors, place and receive telephone calls and answer queries, provide informal translation and take notes during meetings, as required.
• Receive, screen and route correspondence; undertake searches for information and provide background, as required; compile briefing materials needed by the Representative for use on official trips or special meetings, select and make pertinent abstracts.
• Maintain contacts with different external partners including counterparts and officials in government institutions and diplomatic missions as needed; keep close contacts with counterparts in sister UN agencies; arrange and coordinate meetings as appropriate, maintain follow up system in relation to external contacts.
• Draft routine correspondence, type documents and reports, some of which are confidential, prepare tables, graphs and power point presentations, review correspondence/ document for conformity with established procedures and accuracy of statements.
• Organize the HWCO’s travel this includes raising travel requests in the Global Management System (GSM), requesting itineraries, obtaining visas, arranging hotel bookings, requesting security clearance, etc., and following up/keeping records on the submission of the HWCO’s duty travel reports.
• Ensure timely renewal of HWCO’s residency permits, UN Laissez Passer and other personal documents.
• Maintain and update the HWCO’s library, list of contacts of different stakeholders, technical records, reference material and confidential files (paper based and electronic copies).
• Take proactive follow-up action and keep the HWCO informed. Promptly route all correspondence, directives and requests to the Representative for timely action and/or signature.
• Respond and/or direct inquiries to the appropriate Unit for timely action and/or response. Maintain and organize up to date hard and electronic files for easy access and retrieval.
• Proofread and quality assure the standard of outgoing correspondence for action/signature by the HWCO.

Required Qualifications:

Education

Essential:

• Completion of secondary school, supplemented by secretarial training and Computer training.

Experience:

Essential:

• Minimum of eight years of work experience relevant to the position (in general office or administrative work experience) including supervisory responsibilities.

Functional Knowledge and Skills:

• Organizational procedures and standards in executive-office administration and communications.
• Implementation of office protocol arrangements in accordance with established standards.
• Ability to plan, organize and coordinate meetings, schedules and itineraries.
• Ability to research, analyse and organize information for the preparation of reports and briefings.
• Ability to prepare working translations.
• Excellent communication skills including the ability to write/originate routine and non-routine correspondence and reports.
• Ability to evaluate and determine priorities and make recommendations for the supervisor’s information flow and calendar.
• Ability to maintain effective client relationships and proactivity in servicing clients.

 Language Skills:

Essential:

• Expert knowledge of English and Arabic

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2403177

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