Executive Associate

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Description

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The role requires initiative and proactive planning to maximize efficiency and productivity within the scope of established procedures and supervisory guidance. The incumbent’s effectiveness contributes indirectly to resource optimization, improved workflow, and enhanced team performance.

Comprehensive onboarding and training are provided to ensure the incumbent is well-versed in WHO administrative systems, policies, and tools, enabling seamless integration into the team.

This role offers a unique opportunity to contribute to the strategic and operational success of the Executive Office, directly supporting WHO representative and WHO’s mission to advance public health priorities in Ukraine.

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, nongovernmental 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.

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. 

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.

Language requirements:

Essential:

• Expert knowledge of Ukrainian and English.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2409802

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