Overview
Provide administrative and secretarial support to the Unit Head, managing information flow, correspondence, and office operations to ensure efficient functioning of the department.
Key Responsibilities
- Oversee and monitor information flow, screening and sorting items for action.
- Ensure timely follow-up on requests and liaise with units/teams.
- Receive visitors and handle telephone calls with tact and discretion.
- Maintain agenda and calendar, scheduling and rescheduling meetings.
- Disseminate administrative procedures and assist staff in adhering to them.
- Monitor requests for goods and services, including receipt and payment.
- Coordinate office space requirements.
- Draft and finalize general or administrative correspondence.
- Verify outgoing correspondence for accuracy and adherence to styles.
- Analyze incoming correspondence, researching and attaching background information.
- Ensure technical reports and documents align with WHO standards.
- Follow-up on target dates and deadlines for correspondence and queries.
- Ensure timely appointment/renewal of contracts for staff.
- Initiate procurement contracts for consultants and APWs.
- Monitor and record receipt of deliverables and initiate payments.
- Initiate requisitions for goods procurement and monitor deliverables.
- Assist in monitoring and progress review of projects and tasks.
- Provide timely budget information on project and task budget ceilings.
- 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, seminars, and workshops.
- 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 using GSM/Oracle.
- Make flight and hotel reservations, prepare travel files.
- Perform other related duties as required.
Required Experience
A minimum of 5 years of experience in secretarial or administrative positions, or 4 years with first-level university degree or, 3 years with an advanced university degree. 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. Secretarial training which has provided a sound grounding, preferably in an international organization, is desirable.
