Administrative Secretary at World Health Organization

Description Of Duties

Under the direct supervision of the Operations Officer, the incumbent as the Principal Assistant of the WHO Representative (WR), will undertake secretarial and administrative duties and other support functions of the WR’s Office through timely tracking, monitoring of processes, deadlines and quality control of key outputs and initiation of appropriate follow-up action, etc.; demonstrated initiative in identifying and resolving problems in the context of work assignments; discrete handling of highly confidential and sensitive matters; and effective functioning as a key communications link in liaison with a broad range of internal and external contacts, many of which are at senior levels. He/she will have constant interaction with the WR, consult and interact with other team members within the Country Management Support Unit (CSU), Inter-Country Support Units (ISU), Regional Management Support Unit (RSU), the Headquarters and the Global Service Center.

• Responsible for overall administrative and general secretarial duties in the WR’s Office, type and draft correspondence, reports using Microsoft Word, Power Point, Excel or MS Outlook.
• Responsible for receiving/keeping records, receiving and dispatching diplomatic pouch.
• Deal with routine correspondence on own initiative including drafting and typing the same and ensuring follow-up.
• Receive, screen and log all correspondence and prepare the draft replies in consultation with the Supervisor, and compilation of relevant background documents and references; identifying issues requiring the WR’s urgent attention and refer others to relevant officers for appropriate disposition; monitor and follow-up on actions to be taken.
• Maintain chronological electronic files of outgoing/incoming correspondences.
• Maintain all files using an effective filing system.
• Study emails and transmit to the Supervisor.
• Answer telephone calls, take messages, pass on and respond to routine enquiries.
• Actively contact countries in the sub-region for the WR.
• Arrange both internal and external meetings for WR and Partners (MOH, Donors, etc.).
• Serve as a communication link between WR and WCO staff, Ministry of Health, UN Offices, Health Partners, etc.; keep others informed by conveying directives, reports status updates and other relevant information; bring sensitive and urgent matters to the attention of the WR.
• Take full responsibility for management and scheduling of events, meetings and missions on behalf of the WR with appropriate consultation as required.
• Perform any other duties as may be assigned