Overview
Provides administrative and financial support to facilitate the achievement of WHO objectives. Oversees and monitors information flow, ensures timely follow-up on requests, and manages correspondence and administrative procedures.
Key Responsibilities
- - Oversee and monitor information flow for the Director, BOS.
- - Ensure effective and timely follow-up on requests.
- - Receive visitors and telephone calls.
- - Provide background information for appointments.
- - Maintain Director's agenda and calendar.
- - Disseminate administrative procedures to staff.
- - Monitor requests for goods and services.
- - Coordinate office space requirements.
- - Draft general or administrative correspondence.
- - Verify outgoing correspondence.
- - Analyze incoming correspondence and requests.
- - Ensure administration reports and documents align with WHO standards.
- - Monitor leave and attendance records.
- - Ensure timely appointment/renewal of contracts.
- - Initiate, monitor, and record procurement requests for goods and services.
- - Prepare expenditure batch, prepayment requests, and invoice processing payments.
- - Assist in monitoring and progress review of projects and tasks.
- - Follow up on financial, budgetary, and outstanding issues.
- - Check and verify reports submitted by the unit team.
- - Create and maintain filing systems.
- - Obtain documents and information from various sources.
- - Coordinate compilation of administrative documents.
- - Arrange, coordinate, and lead administrative preparation for meetings.
- - Prepare presentations using PowerPoint and other software.
- - Schedule team/departmental meetings.
- - Take minutes and follow up on action points.
- - Prepare travel requests using GSM/Oracle.
- - Make flight and hotel reservations.
- - Prepare travel files.
- - Perform other related duties as required.
Required Experience
At least five years of relevant experience in secretarial and/or administrative positions. Experience in Oracle-based or other Enterprise Resource Planning (ERP) systems is an asset. Experience in WHO or an international organization is preferred.
Qualifications
Graduation from secondary school with thorough training in secretarial duties and office practices. Formal or self-training in computer and writing skills is desirable. A relevant bachelor's degree is desirable.
