Executive Assistant at WHO, Washington, D.C., United States

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Deadline: 16 July 2019

World Health Organization (WHO) is currently seeking applications from eligible applicants for the post of Executive Assistant in Washington, D.C., United States. The duration of this post is 2 years.

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The primary role of WHO is to direct and coordinate international health within the United Nations system.

Key Jobs Responsibilities

The Executive Assistant will perform the following functions:

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  • Provide administrative and secretarial support to the Assistant Director (AD) and team; place and answer telephone calls, handle confidential and sensitive matters with great discretion; screen, with considerable tact, all requests to speak to or see the AD; establish the purpose/objectives of the request and prioritize his agenda.
  • Bring confidential or important matters to the attention of the Assistant Director and team when needed; monitor issues to ensure deadlines for responses are met.
  • Follow up with relevant entities, staff and other organizational components on the submission of reports and correspondence.
  • Manage the e-mail inbox of the AD; prepare standard replies; bring important matters to the attention of the Assistant Director; refer routine matters to the appropriate staff.
  • Maintain the confidential files of the AD; conduct research of files, reports, and other sources to obtain material requested by the AD and, when necessary, compile summaries.
  • Serve as liaison for logistical and operational processes and activities between the AD and the Office of the Director.
  • Follow up with the technical entities under the AD on the submission of reports, correspondence and requests in order to meet established deadlines; assist in the preparation of technical presentations and technical reports, reviewing, and/or correcting texts to improve clarity, conciseness and coherence; prepare tables, graphs, and charts as requested.
  • Promote a cooperative work environment among the support staff under the responsibility of the Office of the AD to ensure accuracy quality and completeness of documents required by and/or submitted to the Office.
  • Review, proofread and recommend revisions to correspondence and other material for the Assistant Director’s signature; ensure clarity, accuracy and adherence to the Organization’s writing standards and policies.
  • Prepare confidential correspondence and documentation on administrative matters; ensure that information required by the Assistant Director for decision-making is reviewed in a timely fashion by the appropriate supporting team under the Office of the Assistant Director.
  • Prepare correspondence on own initiative or from verbal/written instructions for signature of the AD; prepare draft translations of correspondence and other materials from English into Spanish and vice versa.
  • Maintain all important documents in an electronic filing system of the Entity easily accessible to AD team members; confidential information should be properly stored and accessible only to designated staff.
  • Provide back-up to the Administrative Assistant II as necessary, in his/her absence.
  • Perform other related duties, as assigned.

Eligibility Criteria

Applicants must have:

  • Certification of completion of high school.
  • 6 years of general office or administrative work experience, including supervisory responsibilities.
  • Thorough knowledge of protocol matters and ability to organize and monitor protocol arrangements in accordance with established standards.
  • Thorough experience and skills for the provision of administrative support services and the effective functioning of the operations of the Office.
  • Effective oral and written communication in a business environment; ability to independently compose correspondence, guidance materials, and other documents; ability to effectively handle multiple assignments, establish and maintain effective working relationships with internal and external partners.
  • Ability to coordinate, monitor and control administrative services involving the allocation of work, developing/adjusting operational procedures, evaluating priorities, and coordinating and supporting internal day-to-day activities.
  • Ability to supervise, including skills in planning, organizing, evaluating, problem-solving, decision-making on office management matters and coordination of assignment completion by Areas under AM’s responsibility.
  • The nature of the Office of the Assistant Director requires sensitivity, confidentiality and respect for all contacts and information processed.
  • Very good knowledge of English and Spanish.
  • Nationality of United States.

How to Apply

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Applicants must submit their applications through online process.

For more information, please visit WHO.