Administrative Assistant at World Health Organization

Correspondence: 

• 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

• 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.

Travel: 

• 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. 
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• 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

• 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.
• Monitor requests for goods and services, including receipt, payment, and inventory requirements. 
• Follow-up leave and absence for the hub personnel.
• Liaise on administrative and protocol matters for the hub staff. 
• 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.

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 (5) years of experience in secretarial or administrative positions.