Assistant To Team

Organizational Context

The World Health Organization's (WHO) Division of Health Promotion, Disease Prevention and Care (PPC) focuses on advancing health for all. Within this division, the Department of Environment, Climate Change, One Health and Migration (ECO) works to reduce the global disease burden from unhealthy environments by influencing public policies with data and evidence.

Job Purpose

This role provides essential administrative and secretarial support to the ECO department within the WHO's PPC Division. The incumbent will manage daily operations, including visitor and telephone reception, correspondence drafting and verification, and ensuring timely follow-up on various tasks. The position is crucial for maintaining the department's efficiency in areas such as human resources, procurement, budget monitoring, information management, meeting administration, and travel arrangements, all contributing to the department's objective of reducing global disease burden from environmental factors.

Responsibilities

Manage general office operations, including receiving visitors and handling telephone calls with discretion. Draft, verify, and finalize administrative correspondence and reports, ensuring adherence to WHO standards. Analyze incoming correspondence, research background information, and highlight action points for professional staff. Oversee technical reports and documents for compliance with WHO procedures. Track deadlines and ensure timely responses to queries. Facilitate HR processes such as contract renewals. Initiate and monitor procurement activities, including contracts and requisitions, and process payments. Assist with budget monitoring, financial reporting, and managing outstanding financial issues. Maintain filing systems and perform information searches. Coordinate administrative aspects of meetings, seminars, and workshops, including preparation, documentation, and minute-taking. Prepare travel requests and reservations using WHO systems.

Work Experience

A minimum of 5 years of experience in secretarial or administrative positions is required. Experience within WHO or another UN agency, and proficiency in Oracle-based or other ERP systems, are considered assets.

Skills

Strong independent work capability. Excellent organizational and office skills. Proficiency in note-taking and minute writing. Sound knowledge of various office and computer packages. Familiarity with WHO/UN administrative rules, regulations, procedures, and practices. Ability to multitask and work under pressure. Discretion and tact in handling sensitive issues and interacting with staff and external partners. Expert knowledge of English and intermediate knowledge of French are essential.

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