To ensure the smooth flow of work in WR’s office, in coordination with a range of internal and external stakeholders. The incumbent coordinates key routine functions of the Representative's office with different staff and sectors.
Duties:
Ensure effective and efficient functioning of the office of the head of the WHO country office, exercising discretion and confidentiality for sensitive matters.
Arrange and maintain HWCO's calendar of appointments, internal/external meetings including with high-ranking officials, receive visitors, place and receive telephone calls and answer queries, provide informal translation and take notes during meetings, as required.
Receive, screen and route correspondence; undertake searches for information and provide background, as required; compile briefing materials needed by the Representative for use on official trips or special meetings, select and make pertinent abstracts.
Maintain contacts with different external partners including counterparts and officials in government institutions and diplomatic missions as needed; keep close contacts with counterparts in sister UN agencies; arrange and coordinate meetings as appropriate, maintain follow up system in relation to external contacts.
Draft routine correspondence, type documents and reports, some of which are confidential, prepare tables, graphs and power point presentations, review correspondence/ document for conformity with established procedures and accuracy of statements.
Organize the HWCO’s travel this includes raising travel requests in the Global Management System (GSM), requesting itineraries, obtaining visas, arranging hotel bookings, requesting security clearance, etc., and following up/keeping records on the submission of the HWCO’s duty travel reports.
Ensure timely renewal of HWCO’s residency permits, UN Laissez Passer and other personal documents.
Maintain and update the HWCO’s library, list of contacts of different stakeholders, technical records, reference material and confidential files (paper based and electronic copies).
Take proactive follow-up action and keep the HWCO informed. Promptly route all correspondence, directives and requests to the Representative for timely action and/or signature.
Respond and/or direct inquiries to the appropriate Unit for timely action and/or response. Maintain and organize up to date hard and electronic files for easy access and retrieval.
Proofread and quality assure the standard of outgoing correspondence for action/signature by the HWCO.
Required Qualifications:
Education
Essential:
Completion of secondary school, supplemented by secretarial training and Computer training.
Experience:
Essential:
Minimum of eight years of work experience relevant to the position (in general office or administrative work experience) including supervisory responsibilities.
Functional Knowledge and Skills:
Organizational procedures and standards in executive-office administration and communications.
Implementation of office protocol arrangements in accordance with established standards.
Ability to plan, organize and coordinate meetings, schedules and itineraries.
Ability to research, analyse and organize information for the preparation of reports and briefings.
Ability to prepare working translations.
Excellent communication skills including the ability to write/originate routine and non-routine correspondence and reports.
Ability to evaluate and determine priorities and make recommendations for the supervisor’s information flow and calendar.
Ability to maintain effective client relationships and proactivity in servicing clients.
