Operations Officer Assistant at World Health Organization

DESCRIPTION OF DUTIES

Under the general supervision of the Operations Officer, the incumbent performs the following functions:

GENERAL

1. Oversee and monitor the information flow of the office of the OO screening, sorting, analysing, and identifying areas requiring action by the OO;
2. Coordinate and monitor office space requirements in liaison with relevant units as required.
3. Make administrative arrangements for OO’s activities including preparation of various obligating documentation in GSM related to procurement of goods and services, including receipt, payment, and inventory requirements;
4. Monitor implementation of recommendations from the CSU’s meetings;
5. Disseminate information on administrative procedures to all staff in the team/department and assist staff in adhering to WHO administrative procedures;
6. Maintain OO’s agenda and calendar by scheduling meetings and/or rescheduling owing to disruption by unforeseen events, redirects callers as necessary;
7. Work closely with the OO to ensure that requests for approval regarding workplan activities are raised on a timely and proactive manner in accordance with the laid down procedures while maintaining necessary and close liaison with the Programme Officers, Finance, and Procurement teams for timely execution;
8. Ensure effective and timely follow up on requests for information, briefings, and other actions, emanating from the office of the OO, liaising with units/teams, as appropriate;

CORRESPONDENCE

1. Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance;
2. Verify that outgoing correspondence is presented in accordance with WHO and department styles and checking language, grammar, and accuracy prior to submitting for signature and clearance;
3. Analyze incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information and identify areas requiring action by OO drawing attention to specific items;
4. 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;
5. 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.

HUMAN RESOURCES

1. Monitor leave and attendance records, as required.

INFORMATION MANAGEMENT

1. In close collaboration with other support staff, create and/or maintain filing systems; continual review of filing system to ensure information is up to date and effectively and efficiently used;
2. Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested;
3. Coordinate compilation of technical documents requested of and provided by professional staff, to ensure they are logically compiled, formatted, and assembled to facilitate the work of the Operations Officer.

MEETING ADMINISTRATION

1. Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including: preparing event plans in GSM/Oracle, letters of invitation, cost estimates and travel requests; assisting with preparation of documents; dispatching of materials and liaising with participants and others involved;
2. Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions;
3. Schedule team/departmental meetings, according to schedules and need; taking minutes and following up on action points to ensure timely response to the requests of the WHO and preparation of minutes;
4. 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

1. Using GSM/Oracle, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary education or equivalent technical training or commercial education with specialization in secretarial studies or office administration.
Desirable: Degree/Diploma in Secretarial Studies or Office Administration or Business Administration, or related fields from a recognized institution. Training in secretarial Studies and/or office administration

Experience

Essential: At least 8 years progressive working experience in executive assistant  and secretarial role with international organizations.
Desirable: Working experience with WHO/UN as an executive assistant. Relevant experience with other international or multi-national organizations.

Skills

The incumbent maintains and updates proficiency in the use of modern office technology through of in-house courses, on-the-job training or self-training.  He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief others and explain procedures

WHO Competencies

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing result
• Ensuring the effective use of resources

Use of Language Skills

Essential: Expert knowledge of English.

Desirable: Expert knowledge of Local Language.

Closing Date: Feb 24, 2022, 1:59:00 AM