Senior Management Office

<!–

Description

–>

• Provide administrative support to the Deputy WHO Representative’s Office, and all Cluster Leads reporting to the Deputy WHO Representative.
• Support with various correspondence based on the orientation of the D-WR and Program Officers in the SMO cluster; finalizing necessary documents in accordance with WHO and departmental styles and check language, grammar and accuracy before submission for approval and signature
• Organize 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; sending materials and liaising with participants and others involved;
• Analyze correspondence and requests received, highlight incoming documents and attach background information and identify areas requiring action by Program Managers, drawing attention to important issues.
• Schedule meetings of Program 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 Program Administrators take part in, verify their availability and ensure 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 and deadlines are met, and correspondence and requests are analyzed and processed as soon as possible;
• Use GSM to prepare requests for official travel by Program Administrators. Make airline and hotel reservations, prepare travel records and handle other related matters upon request;
• Collaborate and interact with Programme Assistants in the other Clusters for administrative support related to cross cutting functions of the SMO Technical Officers whose work is of cross cutting nature.
• Perform other related duties as required or directed, including support to the Administration and the Deputy Representative’s Office.

• Essential: Completion of secondary school education or equivalent technical or commercial education, supplemented by training/certification in Administrative and/or Management
• Desirable: Training in secretarial tasks and/or in an administrative field is desirable. Diploma or First University Degree in relevant field

• Essential: Minimum of eight (8) years of relevant experience.
• Desirable: Experience in administrative support positions in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.

• The incumbent maintains and updates proficiency in the use of modern office technology through of in-house courses, on-the-job training, or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief others and explain procedures.

• Essential: Expert knowledge of English.
• Desirable: Expert knowledge of Local Language.

<!—

<!–

–>