Administrative Assistant (Roster) at World Health Organization

Purpose of the Position:

• In the context of the WHO Health Emergencies Preparedness and Response (EPR), at the hub level, the incumbent will ensure the smooth flow of work related to administrative activities and coordinating actions with other support staff in the team.

Job Description

Objectives of the Program and the immediate Strategic Objective

• The mission of WHO’s Emergencies Preparedness and Response (EPR) program is to support member states to i) prepare for and prevent disease outbreaks and health emergencies, ii) promptly detect, report, and confirm outbreaks, and iii) strengthen and sustain their capacity to respond to and recover from the negative effects of health emergencies.
• Organizational context (Describe the individual role of the incumbent within the team, focusing on the work environment within and outside the organization)
• The ultimate mission of the Administrative Assistant is to ensure that adequate administrative services are provided to all WHO Hub staff. Within the Hub, the Administrative Assistant will report to the Operations Support and Logistics Officer (1st level supervisor), while under the overall guidance of the Regional Supply Chain Lead, who will also be the 2nd level supervisor.
• Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives; include main achievements expected)

Correspondence:
Within the framework of the delegated authority, the incumbent is assigned all or part of the following duties which are performed according to the needs and agenda:

• Draft general or administrative correspondence on own initiative or based on instructions.
• Finalize correspondence/reports for signature/clearance and maintain a filing system.
• Verify that outgoing correspondence is presented in accordance with WHO and department styles and check 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, 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.

Meeting Administration: GHoA IMST – 40%

• Arrange, coordinate, and lead administrative preparation for meetings, seminars, trainings, and workshops, including getting government clearances in collaboration with WCO, letters of invitation, cost calculation, and travel requests.
• Assist with preparing documents, dispatching materials, and liaising with participants and others involved.
• Prepare presentations using PowerPoint and other software packages on their initiative or based on instructions.
• Schedule weekly team and ad hoc meetings according to schedules and needs; taking and preparation minutes.
• Obtain briefing and background materials for meetings, seminars, workshops, etc., to be attended by the team's professional staff, checking their availability and ensuring they have the appropriate briefing files and documents. – For the GHoA IMST, this function would be required for the Leadership Meeting that takes place once every 3 months and other trainings and workshops that will be organized by the GHoA IMST
• Organize and attend GHoA IMST meetings with the 7 countries (Djibouti, Ethiopia, Kenya, Somalia, South Sudan, Sudan and Uganda) and the 3-level IMST call. This would include, but not limited to, organizing meeting materials such as slide decks, taking and distributing notes/minutes, updating participants list.

Travel: GHoA IMST – 5%

• Using GSM/Oracle, prepare travel requests for official WHO travel including GHoA IMST team members
• Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.
• Support to staff in initiating Travel Requests (TRs) and advising on Travel Claim (TC) submissions with orientations on supporting documentation.

Procurement

• Raise or revise request for procurement of goods and services for the hub
• Ensures the selected suppliers/contractors list is sent for creating supplier creation.
• Receive goods and acknowledge receipt of goods and services in GSM
• Regularly liaise with suppliers on deliverables to the hub.
• Office procurement forecasting.
• Custodian of office petty cash.

General: GHoA IMST - 5%

• Provide background information for appointments with official visitors and/or staff members.
• Disseminate information on administrative procedures to GS staff in the team/department and assist staff in adhering to WHO administrative procedures – including those joining the GHoA IMST team such as GOARN deployees.
• Monitor requests for goods and services, including receipt, payment, and inventory requirements.
• Follow-up leave and absence for GHoA IMST team members.
• Assist GHoA IMST team members on administrative matters such as issuing UN ground passes, inviting WIMS accounts for team members (including following up on extensions) and the like.
• Keep/update records of all inventoriable items of the GHoA IMST team.
• Liaise on administrative and protocol matters between the GHoA IMST team, The Hub, the Kenya WCO and the Somalia WCO.
• Coordinate with protocol officer on daily workflows where required.

Other Duties:

• Perform other related duties as required or instructed, including providing support to other areas of work.
• Recruitment Profile

Competencies:

• Teamwork.
• Respecting and promoting individual and cultural differences.
• Communication.
• Producing results.
• Knowing and managing yourself.

Functional Knowledge And Skills

• Describe the essential knowledge and the skills specific to the position:
• Strong skills to work independently.
• Strong organizational skills complemented with the ability to work in a proactive manner, multitask and produce results under pressure.
• Sound knowledge and skills using a variety of office and computer packages.
• Sound knowledge of WHO and/or UN administrative rules, regulations, procedures, and practices.
• The ability to multitask and work under pressure.
• The ability to exercise discretion at all times in judging the importance, urgency, and confidential nature of various issues and tact when dealing with staff and external partners.

Educational (Qualifications):
Essential:

• Completion of secondary school education or equivalent.

Desirable:

• First Degree in Finance, Management, Business Administration, or related field from an accredited/recognized institute. Training in secretarial tasks and/or in an administrative field is desirable.

Experience:
Essential:

• A minimum of five (8) years of experience in secretarial or administrative positions.

Desirable:

• Relevant experience in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.

Languages:

• Essential: Expert knowledge of English.
• Knowledge of another UN official language would be an asset.

Other Skills (e.g., IT)

• Excellent knowledge of Microsoft Office applications.
• Formal or self-training in the use of standard office software. Training in Oracle-based or other ERP systems is an asset.
• Work requires the use of word processing facilities to create, edit, format, and print correspondence and documents; spreadsheet and visual presentation software; extensive use of email and scheduling software to improve communications both internally and externally, including Oracle/GSM for administrative matters.

Closing Date: Mar 11, 2024