Administrative Assistant Director

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.

Description Of Duties:


  • 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.


  • 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 in WHO or another UN agency is an asset. Experience in Oracle-based or other ERP systems is an asset.


  • The incumbent maintains and updates proficiency in the use of modern office technology through 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.

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 with intermediate knowledge of English]