Executive Associate At World Health Organization

DESCRIPTION OF DUTIES

The incumbent is responsible for the effective and efficient functioning of the office of the head of the WHO country office with full confidentiality in all aspects of work assignments, maintenance of protocol procedures, management of information flow and efficient follow-up on deadlines and commitments made.

The incumbent will perform all or part of the following, and other related responsibilities as required by the needs of the office.

• Work under the direct supervision of the head of the WHO country office.
• Ensure effective and efficient functioning of the office of the head of the WHO country office, exercising discretion and confidentiality for sensitive matters.
• Manage the supervisor’s calendar, coordinating appointments and meetings, ensuring the exercise of due protocol with high-ranking officials.
• Make arrangements for the supervisor’s travel and itinerary, preparing background materials, documentation, agendas, and briefing files.
• Manage the information flow of the office, reviewing, prioritizing, and routing all incoming correspondence, ensuring timely follow up action and responses
• Proofread and quality assure the standard of outgoing correspondence for action/signature by the head of the WHO country office.
• Maintain up-to-date databases on official contacts for the head of the WHO office including contact information of Government Officials, members of the
• Diplomatic Corps, development partners, national institutions, United Nations system partners, intergovernmental organizations, non-governmental organizations, donors, and other multilateral agencies.
• Prepare presentations, correspondence, reports and other official documents.
• Coordinate the secretarial and related administrative support services of the office, distributing special assignments, briefing and guiding new employees on administrative office procedures and WHO standards in official communication.

Mandatory competencies

1. Teamwork
2. Respecting and promoting individual and cultural differences
3. Communication
4. Producing Results
5. Knowing and Managing Yourself

Functional knowledge and skills

• Organizational procedures and standards in executive-office administration and communications.
• Implementation of office protocol arrangements in accordance with established standards.
• Ability to plan, organize and coordinate meetings, schedules and itineraries.
• Ability to research, analyze and organize information for the preparation of reports and briefings.
• Ability to prepare working translations.
• Excellent communication skills including the ability to write/originate routine and non-routine correspondence and reports.
• Ability to evaluate and determine priorities and make recommendations for the supervisor’s information flow and calendar.
• Ability to maintain effective client relationships and proactivity in servicing clients.

Educational qualifications

Required: Certificate of completion of secondary or high school.

Desirable: University degree (bachelor’s level) in business administration, legal affairs, political sciences, social sciences, or related field. Trainings in United Nations systems is an advantage.

Work experience

Essential: A minimum of 8 years of progressively responsible work experience relevant to the position (in general office or administrative work experience) including supervisory responsibilities or 4 years with a Bachelor or higher degree provided the university degree is relevant to the position.

Desirable: Administrative experience working in an international organization or setting, requiring frequent interaction with high level government, executive and other officials, Relevant experience in WHO or in the UN.

Language requirements:

Essential: Expert knowledge of Ukrainian and English.

Desirable: Intermediate knowledge of other Official WHO Languages.

Information technology and other skills

Proficiency in computers and office software packages, handling of web-based management systems, enterprise resource planning (ERP) systems and Cloud Management Enterprise System.

REMUNERATION

Remuneration comprises an annual base salary starting at USD 23442 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave