Team Associate
Organizational Context
The WHO Health Emergencies Programme (WHE) builds Member States' capacity to manage health emergency risks. It leads and coordinates international health responses to outbreaks, providing effective relief and recovery. WHE integrates WHO's operational, technical, and normative capacities to address health hazards across the risk management cycle in a predictable, capable, dependable, adaptable, and accountable manner, strengthening local and national capabilities within the broader humanitarian architecture.
Job Purpose
The Team Associate plays a vital role in supporting the operational efficiency of the WHO Health Emergencies Programme (WHE), which is dedicated to building Member States' capacity to manage health emergency risks and coordinating international health responses. This position ensures the smooth execution of comprehensive administrative and secretarial functions, directly contributing to the program's ability to address all health hazards across the risk management cycle in a predictable, capable, and accountable manner. The associate manages critical information flow, facilitates timely follow-up on requests, and provides essential support in areas such as human resources, procurement, budget monitoring, information management, and meeting administration. By maintaining organized systems and streamlining logistical processes, the role enables professional staff to effectively focus on their technical and normative capacities, thereby strengthening local and national capabilities in emergency preparedness and response and ensuring effective relief and recovery to affected populations.
Responsibilities
General Administrative Support: Oversee and monitor information flow, manage the supervisor's calendar, receive visitors, and disseminate administrative procedures. Coordinate office space and ensure timely follow-up on requests and actions. Correspondence and Document Management: Draft and finalize administrative correspondence, analyze incoming requests, and ensure technical reports comply with WHO standards. Track responses and deadlines for all communications. Human Resources and Procurement: Facilitate contract appointments and renewals, assist in the recruitment of consultants and temporary staff, and process procurement requisitions for goods and services, including monitoring deliverables and payments. Financial and Project Monitoring: Support the supervisor in project monitoring, financial management, monthly fund reconciliation, and tracking encumbrances. Provide timely budget information as required. Meeting and Information Management: Organize and maintain project files, conduct information searches, and handle administrative preparations for meetings, including invitations, cost estimates, travel, document preparation, minute-taking, and action point follow-up. Travel Coordination and Emergency Support: Arrange travel for the supervisor, prepare briefing materials, and provide essential support for emergency activities, including backstopping and gap-filling, as well as other duties as assigned.
Work Experience
Essential: At least five years of relevant work experience in secretarial or administrative positions. Desirable: Prior experience working within WHO or the UN system.
Skills
Independent work, strong organizational and office skills, note-taking and minute writing. Proficiency in office and computer packages. Sound knowledge of WHO/UN administrative rules and procedures. Ability to multitask under pressure, exercise discretion, and demonstrate tact. Essential: Expert English language skills. Key competencies include teamwork, respecting diversity, effective communication, results orientation, and setting an example.