Administrative Assistant – WOAH Sub-Regional Representative at World Organisation for Animal Health

Job purpose 

• The position supports the WOAH Sub-Regional Representation for Eastern Africa for office administration, maintenance, and logistics for regional meetings and training courses.

Missions and activities 

• Under the direct supervision of the Sub-Regional Representative for Eastern Africa, implement agreed and approved activities, in conformity with the administrative and financial procedures of WOAH.
• Provide administrative support to the Sub-Regional Representative (secretarial services);
• Ensure the regular maintenance and prompt repair of office equipment and office vehicles, including vehicle logbooks and monitoring of mileage;
• Ensure the proper archiving of documents and management of the office library;
• Draft all necessary administration management correspondence and be responsible for follow-up, including human resources-related tasks;
• Conduct minute-taking and drafting of reports of staff meetings;

Qualifications and Experience 

• Diploma OR Bachelor Degree in Administration, Management, Office Management or related fields;
• Two or more years’ relevant work experience;
• Experience working in or with inter-governmental, regional and/or international organisations. 

Requirements: 

Technical skills: 

• Excellent command of the usual electronic communication and IT tools, including (but not limited to) word processing, mail merging, spreadsheets, video-conferencing (Zoom, Teams, Webex), e-mail, and internet clients, including One Drive and Share-Point applications, as well as editing of online forms (SmartSheet and Microsoft Forms);
• Experience or knowledge of tasks related to office management, secretarial tasks, records management, procurement and supply chain management;
• Understanding of procurement processes;Understanding and experience of facilities management, correspondence handling;
• Experience in drafting official communication;
• Experience in preparing reports and summaries, presenting information allowing easy analysis and understanding;
• Experience in organising events, liaising with various support functions and stakeholders.