Overview
Provide administrative and secretarial support to a team within the Division of Health Promotion, Disease Prevention and Care. The role involves managing correspondence, human resources, procurement, budget and finance, information management, meeting administration, and travel arrangements.
Key Responsibilities
- Receive visitors and telephone calls, providing background information for appointments.
- Monitor requests for goods and services, including receipt, payment, and inventory.
- Draft and finalize correspondence, reports, and technical documents, ensuring accuracy and adherence to WHO standards.
- Analyze incoming correspondence, research background information, and highlight areas requiring action.
- Follow-up on target dates and deadlines for correspondence and queries.
- Initiate requests for staff appointments and contract renewals.
- Initiate and monitor contracts for consultants, APWs, and other contract modalities.
- Initiate requisitions for goods procurement and monitor deliverables and payments.
- Assist in monitoring project and task progress, providing information on budget ceilings, expenditure, and funds available.
- Monitor income and expenditures for planning purposes and follow up on financial and budgetary issues.
- Assist in preparing financial and technical progress reports to donors.
- Create and maintain filing systems, ensuring information is up-to-date.
- Obtain documents and information from in-house and external sources, performing information searches.
- Arrange, coordinate, and lead administrative preparation for meetings, seminars, and workshops.
- Prepare presentations using PowerPoint and other software packages.
- Schedule meetings and prepare minutes.
- Obtain briefing and background materials for meetings.
- Prepare travel requests, make reservations, and prepare travel files.
Required Experience
- 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.
Qualifications
• Completion of secondary school education or equivalent.
