Assistant(e) Administratif(ve) au Bureau de la Représentante, SSA
Organizational Context
The World Health Organization (WHO) Country Office in the Democratic Republic of Congo (DRC) is seeking an Administrative Assistant for the Representative's Office in Kinshasa. This role provides high-level administrative, organizational, documentation, and logistical support to the Representative, ensuring the efficient functioning of the office and adherence to WHO procedures.
Job Purpose
The Administrative Assistant will provide essential high-quality administrative, organizational, documentation, and logistical support to the WHO Representative's Office in the Democratic Republic of Congo. This role is crucial for the effective management of correspondence, coordination of meetings, missions, and official events, and meticulous tracking of the office's strategic decisions and actions. By ensuring efficient administrative coordination between technical programs, support functions, sub-offices, and external partners, the incumbent will contribute significantly to the daily operations and smooth communication flow within the country office. Furthermore, the role involves rigorous quality control and timely processing of documents submitted to the Representative, alongside maintaining accurate records and archives, thereby strengthening operational efficiency and compliance with organizational standards.
Responsibilities
The Administrative Assistant's responsibilities encompass comprehensive administrative management of the Representative's office, including daily secretarial support and maintaining compliant physical and electronic filing systems. This includes preparing necessary documentation for meetings, official missions, and high-level visits, and managing sensitive/confidential documents. The role also involves quality control of all documents submitted to the Representative, ensuring adherence to WHO standards for presentation, format, content, and approval processes. Additionally, the incumbent will support agenda management in coordination with the Executive Officer and maintain a consolidated calendar of country office activities. Responsibilities extend to supporting the registry, archiving, and digitalization of documents, ensuring compliance with procedures and contributing to system modernization. Logistical and protocol support for official visits, meetings, and ceremonies, as well as administrative and financial support for office activities, are also key duties. The role includes drafting administrative correspondence in French and English and performing other tasks as assigned by the Representative or Executive Officer.
Work Experience
Essential: At least five years of progressive experience in office administration, executive assistance, administrative coordination, or document management. Proven experience in managing correspondence, meetings, and executive agendas, along with experience in archiving, filing, and administrative document management. Desirable: Experience within the UN system or an international organization, in a directorial office or supporting a senior executive, and in supervising administrative staff or in digital/electronic document management.
Skills
Excellent organizational and planning skills; ability to manage multiple priorities; strong writing skills; high level of discretion and confidentiality; ability to work under pressure and meet tight deadlines; excellent document quality control skills; good knowledge of document management and archiving principles; proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams); excellent interpersonal and communication skills; ability to work in a multicultural environment. WHO Core Competencies: Produce results, Communicate credibly and effectively, Foster teamwork, Respect and promote diversity, Build and promote partnerships.