Administrative Assistant

World Health Organization

Brazzaville, Congo (Congo-Brazzaville)

Experience: 5 to 10 Years

Skill Required: HR and Admin

To provide leadership and vision in the WHO African Region, to facilitate planning, programming, implementation, monitoring and evaluation of UHP activities and support and promote research activities. The cluster will develop strategic partnerships to enhance resource mobilization for UHP and implement innovative methods to scale up UHP activities in countries of the region.

Oversee and monitor the information flow of the office of the Director, screening, sorting, analyzing and identifying areas requiring action by the Director.- Ensure effective and timely follow up on requests for information, briefings and other actions, emanating from the office of the Director, liaising with units/teams, as appropriate.- Receive visitors and telephone calls with tact and discretion, and acts according to the nature and urgency of each, including redirecting as appropriate. - Provide background information for appointments with official visitors and/or staff members. - Maintain Director's agenda and calendar by scheduling meetings and/or rescheduling owing to disruption by unforeseen events, redirects visitors and callers as necessary Correspondence Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance.- Verify that outgoing correspondence is presented in accordance with WHO and department styles and checking language, grammar and accuracy prior to submitting for signature and clearance.- Analyze incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of the responsible officer's needs, Or redirecting them as appropriate; identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items.- Ensure that technical reports and documents are in line with WHO standards, rules, practices and procedures, editing and correcting them as necessary prior to their submission for signature or clearance of relevant authority.- Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner. Finance  Upon instructions, maintain HR plans in GSM- Submit payment request to GSC and monitors payments against invoices and receipts. Human Resources  Monitor leave and attendance records, as required. Information Management  In close collaboration with other support staff, create and/or maintain filing systems; continual review of filing system to ensure information is up to date and effectively and efficiently used.- Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.- Coordinate compilation of technical documents requested of and provided by professional staff, other Clusters or Programmes to ensure they are logically compiled, formatted and assembled to facilitate the work of the Director. Meeting Administration  Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including preparing event plans in GSM/Oracle, letters of invitation, cost estimates and travel requests; assisting with preparation of documents; dispatching of materials and liaising with participants and others involved. - Prepare presentations using PowerPoint and Other software packages on own initiative or on the basis of instructions. Schedule team/departmental meetings, according to schedules and need; taking minutes and following up on action points to ensure timely response to the requests Of the Director and preparation Of minutes.- Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team's professional staff, checking their availability and ensuring they have the appropriate briefing files and documents. Procurement And Travel  Raising registrations and TRs in the GSM system for Cluster Director's office- Follow up on the receipts of the goods/services and enter the receipts in the system- Using GSM/Oracle, 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. Other Duties  Perform other related duties as required or instructed, including providing support to other areas of work 

Required Qualifications:


  • Essential: Completion of secondary school education or its equivalent in technical or commercial education.
  • Desirable: Training in finance, procurement, secretarial tasks and/or in an administrative field is desirable


  • Essential: At least 8 years of relevant working experience
  • Desirable: Experience in administrative support positions within WHO or another UN agency is an asset. Experience in Oracle-based systems or another ERP-like system is an asset


  • The incumbent will demonstrate mastery; actualize his knowledge in the use of modern office technology through internal courses, on the job or self-training.
  • Excellent interpersonal skills and ability to deal with staff at all levels. Awareness of WHO rules and regulations, policies and procedures.
  • He / she is able to brief and explain procedures to other members Staff. Tact, discretion, and ability to keep the information confidential are essential. Incumbent is expected to maintain computer skills in Word, Excel, Outlook, Power Point and Global Management System (GSM).
  • WHO Competencies
  • Communicating Credibly and Effectively
  • Foster integration and teamwork
  • Respecting and promoting individual and cultural differences
  • Producing results

Use of Language Skills;

  • Essential: Expert knowledge of French. Intermediate knowledge of English