Overview

Provides administrative and secretarial support to a Unit Head, managing information flow, correspondence, and administrative procedures to ensure efficient office operations.

Tasks Summary

• Oversee and monitor office information flow, screening and sorting information.
• Ensure timely follow-up on requests and liaise with relevant units.
• Receive visitors and handle telephone calls with tact and discretion.
• Maintain agenda and calendar by scheduling and rescheduling meetings.
• Disseminate administrative procedures to staff and assist with adherence.
• Monitor requests for goods and services, including receipt and payment.
• Coordinate and monitor office space requirements.
• Draft and finalize general or administrative correspondence.
• Verify outgoing correspondence for accuracy and adherence to WHO styles.
• Analyze incoming correspondence, research background information, and redirect as appropriate.
• Ensure technical reports and documents align with WHO standards, editing as necessary.
• Follow-up on target dates and deadlines for correspondence and queries.
• Ensure timely appointment/renewal of contracts and initiate requests for staff.
• Initiate and monitor procurement contracts, requisitions, and payments.
• Assist in monitoring project progress and provide budget information.
• Monitor income and expenditures for planning purposes.
• Follow up on financial, budgetary, and outstanding issues.
• Assist in preparing financial and technical progress reports to donors.
• Create and maintain filing systems.
• Obtain documents and information from in-house and external sources.
• Perform information searches.
• Coordinate compilation of technical documents.
• Arrange, coordinate, and lead administrative preparation for meetings and events.
• Prepare presentations using PowerPoint and other software.
• Schedule team/departmental meetings, take minutes, and follow up on action points.
• Obtain briefing and background materials for meetings.
• Prepare travel requests, make reservations, and prepare travel files.
• Perform other related duties as required or instructed.

Experience Requirements

• A minimum of 5 years of experience in secretarial or administrative positions.
• Relevant experience in WHO or another UN agency an asset.
• Experience in Oracle-based or other ERP systems an asset.

Qualification Requirements

• Completion of secondary school education or equivalent.

Other Details

Languages Required: • English expert level • French intermediate level

Languages Preferred: • Knowledge of another WHO official language

Contract Duration: 1 year

Work Modality:

Remuneration: • Annual net base salary starting at EUR 45.202 (subject to mandatory deductions for pension contributions and health insurance, as applicable) • 30 days of annual leave