Assistant WR

The Assistant WR supports the WHO Representative by managing appointments, correspondence, travel arrangements, and administrative tasks to ensure effective WHO country presence aligned with health and development agendas. The role involves coordination with external partners, document preparation, and maintaining confidential files.

Responsibilities

• Arrange and maintain WR's calendar of appointments, internal/external meetings including with high-ranking officials, receive visitors, place and receive telephone calls and answer queries, provide informal translation and take notes during meetings
• Receive, screen and route correspondence; undertake searches for information and provide background, compile briefing materials for the Representative
• Maintain contacts with external partners including government institutions and diplomatic missions; coordinate meetings and maintain follow-up systems
• Draft routine correspondence, type documents and reports, prepare tables, graphs and presentations, review correspondence for accuracy and conformity
• Organize WR's travel including raising travel requests in GSM, obtaining visas, hotel bookings, security clearance, and follow-up on duty travel reports
• Ensure timely renewal of WR's residency permits, UN Laissez Passer and other personal documents
• Maintain and update WR's library, list of contacts, technical records, reference material and confidential files
• Take proactive follow-up action and keep WR informed; route correspondence and requests for timely action
• Respond and/or direct inquiries to appropriate units; maintain and organize up-to-date files for easy access
• Assist in issuance of SSA agreements, follow up on progress and achievement reports
• Update WCO Lebanon social media networks based on input from technical and administrative units
• Assist in administrative matters and meetings, including briefing junior administrative staff and replacing other staff as required

Requirements

• Completion of secondary school, secretarial training and Computer Training
• University degree in business administration, social sciences or related field is an asset
• At least eight years' progressive secretarial/administrative experience
• Relevant experience in the UN system is desirable
• Good drafting skills
• Ability to maintain good working relationships with clients and stakeholders
• Very good time management and stress management skills
• Knowledge of WHO rules, manuals, procedures, practice and WHO Style Guide, as applicable to the administrative level is an asset
• Expert knowledge of English
• Expert knowledge of local language
• Intermediate knowledge of French is desirable

Skills

• Secretarial Skills
• Administrative Support
• Document Preparation
• Correspondence Management
• Travel Arrangements
• Time Management
• Stress Management
• Client Relationship Management
• Stakeholder Coordination
• Drafting Skills
• Knowledge of WHO rules and procedures
• Confidential File Management
• English Language Proficiency
• Local Language Proficiency
• Computer Training

Languages

English, Arabic, French