Executive Assistant at WHO, San Jose, Costa Rica

Deadline: 8 December 2021

World Health Organization (WHO) is currently seeking applications from the eligible applicants for the post of Executive Assistant in San Jose, Costa Rica. The duration of this post is 2 years.

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

Key Job Responsibilities

The Executive Assistant will perform the following functions:

Arrange appointments and maintain the PAHO/WHO Representative’s calendar, receive visitors, place and answer telephone calls handle confidential and sensitive matters with great discretion, prepare agendas and other material for the Representative for use on official trips or special meetings.
Handle matters of protocol, make arrangements for meetings with high-ranking officials and coordinate meetings organized by the Representative, assist in administrative issues relating to national institutions, host governments interacting with the PAHO/WHO Representative maintain up-to-date lists of names, addresses and telephone numbers of Ministers, Government Officials, members of the Diplomatic Corps and any other institutions which have contact with the PAHO/WHO Office in the country.
Review all incoming correspondence which require action by the Representative, review for substance, identify urgent matters and ensure that these are handled expeditiously determine which can be answered by specific Office personnel, gather necessary background documentation for correspondence requiring action by the Representative, make recommendations regarding the appropriate action to be taken monitor to ensure that deadlines for responses are met, follow up with various Office personnel and other organizational components on the submission of reports and correspondence.
Prepare correspondence, reports, email, etc. from general instructions and on own initiative, follow up on pending matters and handle confidential material, type and process correspondence, presentations, reports and other documents involving the use of technical terminology using standard office computer software.
Brief prospective candidates or new appointees on benefits and conditions of employment, inform staff members on administrative procedures related to official travel, annual leave, sick leave, health insurance benefits and other personnel matters.

Eligibility Criteria

Applicants must have:

Certificate of completion of high school.
Training in business administration and/or human resources would be an asset.
6 year’s general office or administrative work experience, including supervisory responsibilities.
Administrative experience working in an international environment, including frequent interaction with high level government, executive and other officials.
Experience in human resources would be an asset.
Demonstrate ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint and Outlook.
Other IT skills and knowledge of other software programs such as Visio, Microsoft SharePoint and Project would be an asset.
Ability to write/originate routine and nonroutine correspondence and reports.
Ability to prepare working translations.
Very good knowledge of Spanish and English.

How to Apply