DESCRIPTION OF DUTIES

• Initiate correspondence projects on the orientation of Program Managers; finalize them in accordance with WHO and departmental styles and check language, grammar and accuracy before submission for approval and signature;
• Organize the administrative preparation of internal and external meetings, including the preparation of business plans and financial commitment documents in GSM / Oracle, letters of invitation, cost estimates and travel requests; assist in the preparation of documents; sending materials and liaising with participants and others involved;
• Analyze correspondence and requests received, highlight incoming documents and attach background information and identify areas requiring action by Program Managers, drawing attention to important issues.
• Schedule meetings of Program Administrators, according to schedules and needs; take minutes of meetings and follow up on issues requiring action to ensure prompt response to WHO requests;
• Obtain information documents for meetings, seminars, workshops, etc. which Program Administrators take part in, verify their availability and ensure that they have the appropriate information files and documents
• Ensure that technical reports and documents are conform to WHO standards, rules, practices, procedures and editing style and correct them as necessary prior to submission to the Representative's signature;
• Use appropriate monitoring tools, monitor and ensure deadlines are met, and correspondence and requests are analyzed and processed as soon as possible;
• Use GSM to prepare travel plans and travel requests for official travel by Program Administrators. Make airline and hotel reservations, prepare travel records, and handle other related matters upon request;8. Track the implementation of missions' recommendations;
• Perform other related duties as required or directed, including support to the Administration and the Representative's Office.

REQUIRED QUALIFICATIONS

Education

• Essential: Completion of secondary school followed by Administrative training.
• Desirable: University degree in Business Admiration or related field.

Experience

• Essential: Minimum of 5 years of experience in a recognizedpublic or private institution
• Desirable: Experience in administrative support positions within WHO or another UN agency is an asset. Experience in Oracle-based systems or another ERP-like system is an asset.