- Ensure smooth running of the ADG Office in close collaboration with other administrative staff in the Cluster through the efficient provision of secretarial and administrative support to the ADGO.
- Draft general or administrative correspondence on own initiative for the ADG's signature and more technical correspondence according to instructions given by the ADG, ensuring that correspondence/documents submitted for the ADG's clearance/signature are prepared according to WHO rules, practices and procedures, redrafting/correcting and returning to departments/programmes for action as necessary.
- Analyse incoming matters in the light of background material, instructions, policies and precedents; research and attach background documentation in anticipation of ADG's questions and information needs.
- Coordinate presentations to ADG of all documents requested of and provided by departments/programmes under his/her responsibility by ensuring that all such documents are logically complied, formatted and assembled in a manner which facilitates the work of the ADG.
- Create, maintain, update and monitor access to specific ADG's files and reference system, ensuring accurate and appropriate filing of confidential and sensitive information.
- Screen and receive visitors/telephone calls with tact and discretion, make appointments, redirect visitors/callers as necessary.
- Provide background information concerning purpose of appointments with official visitors and/or staff members.
- Rearrange schedules disrupted by unexpected events.
- Manage smooth operation of ADG's daily agenda, arranging visits with Permanent Missions, high-level dignitaries and delegations from other UN agencies and/or WHO Partners etc. observing appropriate protocol and exercising tact and discretion.
- Contact cluster programmes to obtain information and/or request preparation of speeches, briefings etc.
- Coordinate support services for conferences and meetings, monitoring progress of required documentation/information, and coordinating related logistic requirements.
- For internal meetings organized by the ADG, prepare agenda and list of participants, ensure that documentation and briefing files are prepared in due time, and attend meetings to take notes and prepare minutes when required.
- Ensure necessary administrative arrangements and briefings for staff and non-staff (i.e. consultants, APWs, etc.) assigned to the ADG' office and, as required, initiate related actions through GSM.
- Manage and organize all duty travels for the ADG and staff assigned to his/her office.
- For Governing Bodies meetings, monitor preparation and ensure timely and accurate submission to Governing Bodies of specific documents tabled for EB and WHA discussions and resulting Resolutions, liaising with Departments/Teams, Governing Bodies and Permanent Missions, as requested.
- Compile comprehensive files and background documentation, highlighting main points.
- Other related duties as may be assigned by the ADG.