Assistant of the Unit Head M/F

Manpower Professional is recruiting for the World Health Organization, an assistant of the Head Of Talent Acquisition and Management :

You coordinate administrative support in the unit and ensure the smooth running of the office of the Unit Head. You are encouraged to seek guidance for unusual issues. You are relied upon to brief colleagues on WHO and Department specific administrative procedures and practices.

You oversee and monitor the information flow of the office of the Unit Head, screening, sorting, analysing and identifying areas requiring action by the Head.You Ensure effective and timely follow up on requests for information, briefings and other actions, emanating from the office of the Unit Head, liaising with units/teams, as appropriate.

You receive visitors and telephone calls with tact and discretion, and acts according to the nature and urgency of each, including redirecting as appropriate and maintain the agenda and calendar by scheduling meetings and/or rescheduling owing to disruption by unforeseen events, redirects visitors and callers as necessary.

You are responsible of monitoring requests for goods and services, including receipt, payment and inventory requirements, coordinate and monitor office space requirements in liaison with relevant units as required. And ensuring that technical reports and documents are in line with WHO standards, rules, practices and procedures.

You ensure the timely appointment/renewal of contracts, monitor and record receipt of deliverables, and initiate/monitor payments as needed.You Ensure that technical reports and documents are in line with WHO standards, rules, practices and procedures, editing and correcting them as necessary prior to their submission for signature or clearance of relevant authority.

Ensure the timely appointment/renewal of contracts, initiating requests for temporary and fixed-term staff in the HR Action Plan.You initiate, through Oracle/GSM procurement module, contracts for Consultants, Agreements for Performance of Work(APW), and other contract modalities. Monitor and record receipt of deliverables, and initiate and monitor payments as needed

 You assist in the monitoring and progress review of projects and tasks,follows-up on financial, budgetary and any outstanding issues concerning the team/department and assists in the preparation of financial and technical progress reports to donors.

In close collaboration with other support staff, you create and/or maintain filing systems; continual review of filing system to ensure information is up to date and effectively and efficiently used and oordinate compilation of technical documents requested.

You arrange, coordinate and lead administrative preparation for meetings, seminars, workshops. You are responsible of scheduling team/departmental meetings, according to schedules and need, take minutes and following up on action points to ensure timely response to the requests of the director and preparation of minutes.

You have strongs skills to work independently, to use a variety of office and computer packages.  You have the ability to multitask and work under pressure and exercise discretion at all times in judging the importance, urgency and confidential nature various issues and tact when dealing with staff and external partners.