Assistant To Unit Head

Organizational Context

The Information and Digital Technology (IDT) department manages WHO's digital ecosystem, providing harmonized, intelligent, user-centric, and secure digital solutions. IDT aims for a digitally transformed WHO, leveraging modern platforms and services to enhance collaboration, data-informed decisions, and operational excellence across the organization.

Job Purpose

This role supports the Unit Head by managing information flow, ensuring timely follow-up on requests, and coordinating administrative tasks. The position involves handling correspondence, managing appointments, disseminating administrative procedures, and overseeing procurement and financial monitoring. The Assistant to the Unit Head plays a crucial role in maintaining the efficiency and smooth operation of the Unit Head's office, facilitating communication, and ensuring administrative processes are followed correctly. This support is vital for the effective functioning of the department and its initiatives.

Responsibilities

Oversee and monitor the office's information flow, screening and analyzing information for the Unit Head's action. Ensure timely follow-up on requests, liaising with relevant teams. Manage visitors and calls with discretion, providing necessary background information. Maintain the Unit Head's agenda and calendar, scheduling and rescheduling meetings as needed. Disseminate administrative procedures to General Service staff and assist them in adherence. Monitor requests for goods and services, including receipt, payment, and inventory. Coordinate office space requirements. Draft and finalize correspondence and reports. Analyze incoming correspondence, research background information, and highlight action items for professional staff. Ensure technical documents comply with WHO standards. Track deadlines and ensure timely responses to queries. Initiate and monitor HR appointments, consultant contracts, and procurement requisitions through Oracle/GSM. Assist in budget and finance monitoring, including project progress, expenditure, and income. Manage filing systems and perform information searches. Coordinate the compilation of technical documents. Arrange and lead administrative preparations for meetings, including event plans, invitations, and travel requests. Prepare presentations and take minutes for meetings, following up on action points. Prepare travel requests and reservations using GSM/Oracle. Perform other related duties as required.

Work Experience

Essential: Minimum of 5 years of experience in secretarial or administrative positions. Alternatively, 4 years with a first-level university degree or 3 years with an advanced university degree. Desirable: Experience in WHO or another UN agency, and experience with Oracle-based or other ERP systems.

Skills

Strong independent work skills. Excellent organization and office management skills. Proficient in note-taking and minute writing. Skilled in various office and computer packages. Knowledge of WHO/UN administrative rules, regulations, procedures, and practices. Ability to multitask and work under pressure. Discretion, tact, and judgment in handling sensitive issues and external partners. Expert knowledge of English. Intermediate knowledge of French is desirable.

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