Assistant to Director

 Assistant to Director

OBJECTIVES OF THE PROGRAMME

The Department of Noncommunicable Diseases and Mental Health supports the ministries of health of Member States in the Eastern Mediterranean Region, in close collaboration with WHO HQ, WHO Country Offices, and partners to reduce the avoidable burden of NCDs through effective prevention and control interventions.

DESCRIPTION OF DUTIES

1.Arrange appointments and maintain the Director's calendar of meetings. Receive visitors and respond to telephone enquiries with tact and discretion, assessing their urgency, obtaining/providing information and/or referring them to appropriate staff for reply.2. Draft routine correspondence, type documents and reports, some of which are highly confidential, prepare tables, graphs and PowerPoint presentations, arrange for departmental meetings, take minutes and provide informal translation, when required.3. Organize travels of the Director; this includes raising travel requests in the Global Management System (GSM), requesting itineraries, obtaining visas, arranging hotel bookings, requesting security clearance, etc., and following up/keeping records on the submission of the Director's duty travel reports.4. Maintain and update the Director's filing system, list of contacts, technical records and reference material (paper based & electronic), make searches for information and provide background, as required. 5. Administer the attendance system and GSM absence dashboard for the department including:- verifying leaves claimed in GSM against the records of the Time and Attendance system, alert staff in case of any discrepancy and inform supervisors of excess leaves/absence;- submitting leave requests on behalf of absent staff members, and following up with staff to ensure confirmation of leaves in GSM;- responding to staff queries related to leave system and coordinating with Global Service Centre (GSC) and Human Resources (HR) to solve any related issues.6. Compile divisional briefing material requested for World Health Assembly (WHA), Executive Board (EB), and Regional Director's annual report, etc., compile materials for use in briefings, meetings or discussions by the Director.7. Provide accurate information to the office of the Director Programme Management (DPM) for the bi-monthly list of arrivals and departures based on information compiled from department units.8. Act as focal point for all departmental publications, ensure correct submissions to the Publications Committee and follow up closely with concerned units for timely production and distribution of publications. 9. Process departmental telecommunication expenses.10. Replace other administrative staff in the department, and perform other relevant duties within their scope of responsibility as required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary education supplemented by secretarial training.

Desirable: University degree in business administration, social sciences or related field an asset.

Experience

Essential: At least five years' progressive secretarial/administrative experience.

Desirable: Related experience in UN or international organizations.

Skills

- Good drafting skills.- Ability to maintain good working relationships with clients and stakeholders.- Very good time management and stress management skills.- Thorough knowledge of WHO rules, manuals, procedures, practice and WHO Style Guide, as applicable to the administrative level an asset.

WHO Competencies

Communication

Producing results

Teamwork

Moving forward in a changing environment

Knowing and managing yourself

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Arabic.

Desirable: Intermediate knowledge of French.

Apply from here

للتقديم اضغط هنا