Administrative Assistant (Director’s Office) Vacancy-Job Ref...
WHO
勤務地
Brazzaville
求人詳細
Administrative Assistant (Director’s Office) Vacancy-Job Ref: JKCGWHO/0902/202464
Brazzaville (Republic of the Congo)
JOB DESCRIPTION
OBJECTIVES OF THE PROGRAMME
The Assistant Regional Directors Cluster at WHO in the African Region is responsible for cross cutting technical functions and expert advisory services. It works closely with countries and programme areas across various clusters that include ULC, UCN, HPD and EPR to prepare WHO and Member States for evidence-informed decisions and harness cutting-edge research for health improvements in the African Region. The cluster coordinates work on strategic priorities such as integrated service delivery, diagnostic and laboratory services, and antimicrobial resistance, ensuring these priorities are integrated into programs and progress towards UHC and One Health approach goals. The cluster supports Member States in developing and expanding access to these services.
DESCRIPTION OF DUTIES
Maintain the Assistant Regional Director (ARD)’s agenda and calendar by scheduling meetings; redirect visitors and callers as necessary; Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance. Ensure effective and timely follow-up on requests for information, briefings and other actions, emanating from the office of the Assistant Regional Director (ARD), liaising with units/teams, as appropriate 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.
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; Ensure that such 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. In close collaboration with other support staff, create and/or maintain filing systems; review filing system regularly to ensure information is up-to-date and effectively and efficiently used.
Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops organized by the ARD Office; Obtain briefing and background materials for meetings, seminars, workshops organized by ARD office, etc.; Using GSM, prepare travel requests for official WHO travel for ARD staff. Make flight and hotel reservations, perform liaison duties with other units, prepare travel files, briefing documents/materials, papers and reports for use on official trips or special meetings, request security clearance, etc. Update regularly the Cluster Directors’ missions and leaves file. Perform other related responsibilities as assigned, including replacing and backstopping for others as required.
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REQUIRED QUALIFICATIONS
EDUCATION
Essential: Completion of secondary school education or its equivalent in technical or commercial education.
Desirable: Training in secretarial skills and/or in an administrative field is desirable.
EXPERIENCE
Essential: At least ten (10) years of work experience in secretarial/administrative assistant positions in a recognized public or private institution.
Desirable: At least five (5) years’ work experience in WHO. 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.
SKILLS
Ability to multi-task and complete assignments with efficiency, adhering to deadlines and emergency/shifting priorities.
Excellent planning and organizational skills with a confirmed ability to switch priorities at short notice, as and when required. Ability to act independently and exercise mature judgment.
Strong communication, 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
Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Moving forward in a changing environment
USE OF LANGUAGE SKILLS
Essential: Intermediate knowledge of English. Expert knowledge of French.
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