Senior Management Office Assistant - Tenders Global

Senior Management Office Assistant

World Health Organization

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Description

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Senior Management Office (SMO) Assistants have been established in the organisational structure to provide support to the Country Representative to advance WHO leadership in a more effective and efficient support to countries.
Description Of Duties:
  • Provide full administrative support to the WR office. Draft, review and revise correspondence, reports and documents for proper format and content in consultation with the supervisor.
  • Independently compose correspondence of administrative nature, take notes at meetings, provides informal interpretation/translation when required.
  • Prepare and process travel requests for team members using GSM, work with the travel unit to arrange for visa issuance, security clearance, flight, and hotel bookings, follows up travel related issues of national and international missions. Scan, record, refer and follow up correspondence and documents, evaluate the urgency or critical nature bringing them to the attention of the responsible staff.
  • Inform and remind responsible staff of follow-up dates, response, or specific actions, supplying supporting material as appropriate.
  • Using GSM, monitor aspects of the implementation of country activities, funds for project/programme budget levels and financial expenditures, according to the approved country workplan. Initiate and process different transactions in GSM, Maintain and update the filing of technical documents and correspondence (soft/hard copies and databases if applicable).
  • Create background reference material as appropriate; access and retrieve relevant material. Finalize all administrative and logistics preparations required for the organization of meetings held in the country (working groups, seminars/courses, workshops. Respond to and act on telephone enquiries in a timely manner.
  • Assess the critical nature of technical issues and direct them to appropriate staff for reply, coordinate appointments for supervisor Establish and maintain a proper computerized information system on MOH and UN counterparts, WHO Collaborating Centers, etc.
  • Brief colleagues on general office administrative process. Perform other duties assigned by the supervisor.
Required Qualifications:
Education:
  • Essential: Completion of secondary education or equivalent supplemented by secretarial training.
  • Desirable: University degree in business administration, social sciences or related field is an asset.
Experience:
  • Essential: At least 8 years progressive administrative experience.
  • Desirable: Experience in other areas such as Program Management would be an asset. Experience in WHO/UN system.
Skills:
  • Ability to plan, organize, coordinate and implement inputs from several sources.Good filing and organizational skills.Ability to maintain good working relationships with staff, experts and visitors.
  • Very good time management and stress management skills. Knowledge of WHO rules, manuals, practices, procedures.
Use of Language Skills:
  • Essential: Expert knowledge of Portuguese.
  • Desirable: Intermediate knowledge of English.
  • The above language requirements are interchangeable.

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