Assistant(e) Administratif(ve) au Bureau de la Représentante

Job Posting Organization:
The World Health Organization (WHO) is a specialized agency of the United Nations responsible for international public health. Established on April 7, 1948, its mission is to promote health, keep the world safe, and serve vulnerable populations. The organization operates in over 150 countries and has a workforce of more than 7,000 employees. WHO's primary goal is to ensure that all people can attain the highest possible level of health, and it works with countries to improve health systems, respond to health emergencies, and promote healthy lifestyles.

Job Overview:
The Assistant(e) Administratif(ve) will provide high-quality administrative, organizational, documentary, and logistical support to the WHO Representative's Office. The incumbent will ensure effective management of correspondence, coordination of meetings, missions, and official events, maintenance and archiving of institutional documents, as well as rigorous follow-up on decisions, recommendations, and strategic actions of the Office. This role is crucial for the daily functioning of the Representative's Office, ensuring effective administrative coordination among technical programs, support functions, sub-offices, and external partners. The Assistant(e) will also ensure the quality, compliance, and timely transmission of documents submitted for the Representative's attention, as well as the proper management of physical and electronic records of the Country Office. Under the general authority of the WHO Representative in the Democratic Republic of the Congo and the direct supervision of the Executive Officer of the Representative's Office, the incumbent will contribute to enhancing operational efficiency, facilitating internal and external communications, and applying the administrative procedures of the Organization.

Duties and Responsibilities:
A. Administrative Management of the Representative's Office
- Provide support for the daily management of the administrative secretariat of the Representative's Office;
- Maintain a physical and electronic filing system in accordance with WHO procedures;
- Prepare necessary administrative files for meetings, official missions, and high-level visits;
- Manage and archive sensitive and confidential documents;
- Ensure deadlines are met for actions requiring the Representative's Office's attention;
- Produce dashboards to track correspondence, meetings, and decisions.

B. Quality Control of Documents
- Ensure prior quality control of all documents submitted to the Representative's Office before official receipt or transmission for review and signature;
- Verify compliance of documents with WHO standards regarding presentation, format, content, references, validation, and approval circuit;
- Ensure that documents are complete, coherent, well-written, and accompanied by required supporting documents.

C. Agenda and Meeting Management
- Assist in managing the Representative's agenda in coordination with the Executive Officer;
- Maintain an updated consolidated calendar of the main activities of the Country Office.

D. Support for Registry Management, Archiving, and Digitization
- Control the quality of registration, filing, and archiving operations;
- Ensure compliance with document management and confidentiality procedures;
- Contribute to the modernization, digitization, and gradual automation of the document management system;
- Participate in the establishment and maintenance of an electronic archiving system.

E. Logistical and Protocol Support
- Support the organization of official visits, high-level missions, and institutional ceremonies according to guidelines;
- Assist in coordinating logistical aspects of meetings chaired by the Representative;
- Liaise administratively with security" style="border-bottom: 1px dotted #007bff !important;">security, transport, and protocol services;
- Facilitate the reception and orientation of delegations and partners.

F. Administrative and Financial Support
- Prepare administrative requests related to the activities of the Representative's Office;
- Assist in monitoring the administrative expenses of the Office.

G. Other Responsibilities
- Draft administrative correspondence in French and English when required;
- Execute any other tasks assigned by the Representative or the Executive Officer in the context of the Office's activities.

Required Qualifications:
Essential:
- Hold a State Diploma with a specialization in Public Administration, Business Management, Administrative Management, International Relations, Social Sciences, or any other relevant field.

Desirable:
- University degree (Bachelor's) in Public Administration, Business Management, Administrative Management, International Relations, Social Sciences, or a related field.
- Additional training in office management, administration, document management, or project management.
- Training in electronic archiving, information management, or document management.

Educational Background:
Essential:
- A State Diploma with a specialization in Public Administration, Business Management, Administrative Management, International Relations, Social Sciences, or any other relevant field.

Desirable:
- A Bachelor's degree in a relevant field as mentioned above, along with additional training in office management or document management.

Experience:
Essential:
- At least five (5) years of progressive experience in office administration, executive assistance, administrative coordination, or document management;
- Proven experience in managing correspondence, meetings, and executive agendas;
- Experience in archiving, filing, and managing administrative documents.

Desirable:
- Experience within the United Nations system or an international organization;
- Experience in an executive office or with a senior executive;
- Experience supervising administrative staff;
- Experience in digitization or electronic document management.

Languages:
Essential:
- Excellent command of French (oral and written);
- Good command of English (oral and written), with the ability to draft emails, reports, and administrative correspondence.

Desirable:
- Knowledge of one or more national languages of the DRC.

Additional Notes:
Applications must be submitted exclusively online via the WHO recruitment platform (Stellis): https://careers.who.int. Required application documents include a detailed Curriculum Vitae (CV) and a motivation letter to be completed directly online on the WHO careers portal. The recruitment process of the World Health Organization (WHO) is based on the principles of transparency, fairness, and merit. Only WHO Human Resources services are authorized to officially contact candidates in the selection and recruitment process. WHO strongly encourages qualified female candidates to promote diversity, inclusion, and equal opportunities within the organization. Compensation will be according to the WHO SSA salary scale applicable in the Democratic Republic of the Congo for the GS-5 equivalent level. The incumbent must comply with applicable national legislation (visa and/or work permit, if applicable) and meet the medical requirements for employment.