Overview
Provides administrative and secretarial support to facilitate the smooth workflow of the Division of Business Operations (BOS) at WHO. Ensures efficient handling of correspondence, procurement, budget monitoring, and meeting arrangements.
Key Responsibilities
- Receive visitors and telephone calls with tact and discretion.
- Monitor requests for goods and services, including receipt, payment, and inventory.
- Draft and finalize general or administrative correspondence.
- Verify outgoing correspondence for accuracy and adherence to WHO styles.
- Analyze incoming correspondence and requests, attaching relevant background information.
- Ensure technical reports and documents comply with WHO standards.
- Follow-up on target dates and deadlines for correspondence and queries.
- Initiate requests for temporary and fixed-term staff appointments.
- Initiate contracts for consultants and requisitions for goods procurement through Oracle/GSM.
- Monitor and record receipt of deliverables and initiate payments.
- Assist in monitoring project and task progress in the work plan.
- Provide team members with budget information.
- Monitor income and expenditures for planning purposes.
- Follow-up on financial and budgetary 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.
- Arrange and coordinate administrative preparation for meetings, seminars, and workshops.
- Prepare presentations using PowerPoint and other software.
- Schedule team and ad hoc meetings.
- Take and prepare minutes of meetings.
- Obtain briefing and background materials for meetings.
- Prepare travel requests and make travel reservations using GSM/Oracle.
- Perform other related duties as required.
Required Experience
- At least three (3) years of work experience in secretarial or administrative positions.
- Experience in the UN system or an international office environment is desirable.
- Experience in an Oracle-based or other ERP systems is desirable.
Qualifications
- Essential: Completion of secondary school education.
- Desirable: University degree or professional training in an area relevant to the position.
