AssistantFixed-term

To ensure that effective WHO country presence is established to implement WHO country cooperation strategies that are aligned with Member State’s health and development agendas and harmonized with the United Nations country teams. 

Duties:

Under the supervision of the Coordinator/Team Leader within the delegate authority, the incumbent is assigned all or part of the following responsibilities:

• 1. Receive, screen, track and distribute incoming correspondence, attaching background information or related file, and forwarding to the staff concerned, drawing their attention to specific issues/problems as necessary.
• 2. Draft replies to general and administrative correspondence on the basis of instructions or on own initiative and finalize such correspondence.
• 3. Using GSM, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.
• 4. Initiate, through Oracle/GSM procurement module/ business management on-line system, contracts for consultants, Agreements for Performance of Work (APW), Direct Financial Cooperation (DFC) and other contract modalities. Monitor and record receipt of deliverables and initiate and monitor payments as needed. Initiate, through Oracle/GSM procurement module, requisitions for goods procurement, and monitor and receipt of deliverables.
• 5. In collaboration with senior administrative support staff, monitor deadlines, reminding staff members of such and ensuring that correspondence and queries are responded to in a timely manner.
• 6. Type, edit for language and grammar, correct and format, in accordance with WHO and departmental styles, technical reports and documents, tabular materials and assist in preparing presentations.
• 7. Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.
• 8. Maintain filing systems, ensuring that all activities supported are traceable and accessible as required.
• 9. Screen and receive visitors and telephone calls with tact, discretion, making appointments, answering queries and/or redirecting visitors and callers with diplomacy and courtesy, obtaining background information on the purpose of appointments.
• 10. Support the organization of team and departmental meetings, workshops, seminars, etc., including the typing of lists of participants, preparation of travel requests, letters of invitation, files, presentations and slides, reservation of meeting rooms and hotel accommodation.
• 11. Replace other support staff as required.
• 12. Perform other related duties as required or instructed, including provision of support to other areas of work and teams within the department, as required.

REQUIRED QUALIFICATIONS

Education

Essential:

• Completion of secondary school education or equivalent
• WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World  Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United  Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/ .

Experience:

Essential:

• Minimum of three years’ relevant experience in secretarial or administrative positions.

Skills:

• Sound organization and wide range of office skills.
• Sound knowledge and skills using a variety of office and computer packages.
• The ability to multitask and work independently when required.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2405746