Assistant to Director in Berlin bei World Health Organization

OBJECTIVES OF THE PROGRAMME

The mission of WHO's Health Emergencies Programme (The Programme) is to build the capacity of Member States to manage health emergency risks and, when national capacities are overwhelmed, to lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery to affected populations. The Health Emergency Intelligence and Surveillance Systems division (WSE) is responsible to build a system of collaborative intelligence enabling better decisions to avert and manage public health threats and risks. Its goal is to enable, strengthen and support countries, regional and global actors in averting and managing public health threats and risks through collaborative problem solving and decision-making for short-term action and long-term policies, informed by better data and analytics. The WHO Hub for Pandemic and Epidemic Intelligence is a new office of WHO, located in Berlin. It works with partners to enable the generation of public health relevant information to provide timely actionable insights and improve decision making to prepare for, avert and respond to public health threats. It also aims to reduce fragmentation and inefficiency by creating an ecosystem that promotes collaboration across multiple professional disciplines, sectors, and initiatives; and empower decision makers, public health professionals, and civil society to make informed public health decisions.

DESCRIPTION OF DUTIES

Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:

GENERAL: Oversee and monitor the information flow of the office of the Director, screening, sorting, analyzing and identifying areas requiring action by the Director.

Ensure effective and timely follow up on requests for information, briefings and other actions, emanating from the office of the Director, liaising with units/teams, as appropriate.

Receive visitors and telephone calls with tact and discretion, and acts according to the nature and urgency of each, including redirecting as appropriate.

Provide background information for appointments with official visitors and/or staff members.

Maintain Director's agenda and calendar by scheduling meetings and/or rescheduling owing to disruption by unforeseen events, redirects visitors and callers as necessary.

Disseminate information on administrative procedures to GS staff in the team/department and assist staff of in adhering to WHO administrative procedures.

Monitor requests for goods and services, including receipt, payment and inventory requirements. Coordinate and monitor office space requirements in liaison with relevant units as required.

CORRESPONDENCE:

Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance.

Verify that outgoing correspondence is presented in accordance with WHO and department styles and checking language, grammar and accuracy prior to submitting for signature and clearance.

Analyze incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of the responsible officer's needs, or redirecting them as appropriate; identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items.

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. Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.

HUMAN RESOURCES:

Ensure the timely appointment/renewal of contracts, initiating requests for temporary and fixed-term staff in the HR Action Plan.

PROCUREMENT:

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