Executive Assistant

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Description

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Under the direct supervision of Medical Officer (CAH) and broad guidance of the Director, Department of Family Health, Gender and Life-Course, the incumbent provides office support for the smooth running of the programme/unit in the following areas:

Office management:

• Review incoming correspondence and ensure routing to responsible officer, attaching background documents and highlighting areas requiring action; draft replies on general and administrative matters; ensure outgoing correspondence and reports conform to WHO standards; develop tracking tools to follow up target dates and deadlines
• Create and/or maintain filing systems and ensure updated information; obtain documents and information from in-house and external sources and perform information search as required
• Provide guidance to other staff on office procedures and WHO standards

Programme support:

• Provide support in the monitoring implementation of the work plan, including timely information on budget ceiling/award budgets, monitor income and expenditure and funds available; follow up on financial/budgetary issues and ensure timely processing of committal documents; assist in the preparation of financial and technical progress reports to donors
• Prepare contracts for consultants, Agreement for Performance (APW), Technical Services Agreements (TSA) and General External Services requests (GES); record receipt of deliverables and initiate and monitor payment
• Initiate requisitions for goods procurement and record receipt of deliverables

Meeting Administration/Duty Travel:

• Coordinate administrative preparation for meetings, seminars, workshops, ensuring all necessary documents and travel requests are sent to participants; prepare relevant documents and power-point presentations
• Obtain briefing and prepare background materials for meetings, seminars, workshops, etc., and ensure complete documentation is provided to the unit staff attending the meeting
• Prepare travel requests for official travel, make flight and hotel reservations, prepare travel files and ensure logistic arrangements for smooth conduct of the meetings/workshops in the office and outside venues
• Schedule unit meetings and prepare minutes

Other Duties:

• Handle visitors and telephone calls and take action as appropriate, providing background information for appointments
• Perform other related duties as required or instructed, including providing support to other areas of work

Required Qualifications:

Education:

Essential:

• Completion of secondary school education.

Experience

Essential:

• At least five (5) years’ experience in secretarial/clerical/administrative work

Skills:

• Thorough knowledge of modern office procedures and practices. The incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, and WHO.
• Ability to draft standard correspondence;
• Ability to handle work in a timely and accurate manner with tact and discretion, as required.
• Ability to maintain and update knowledge in the use of office technology through in-house courses, on-the-job training and/or self-training

Language Skills:

Essential:

• Expert knowledge of English.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2404282

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