Jobs 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.

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Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives)

• Within the framework of the delegated authority and under the direct supervision of the Fleet Management Officer, the incumbent is assigned all or part of the following duties:
• Liaise with fleet assistant with regards to transportation services of VIPs, guests and delegate from and to airports, offices and hotels.
• Welcome VIPS and other personalities at the airport.
• Usher eligible guests on arrival or departure at the airport VIP lounge.
• Assist guests with airport formalities, including Visa upon arrival.
• Facilitate contact with Embassies for visas.
• Assist staff members on medical evacuation at the airport.
• Drive WHO office vehicles for transport of authorized personnel to different destinations.
• Undertake field trips – Facilitate transport to the field technical officer and other WHO officials to and from specified locations throughout Kenya.
• Perform minor repairs and arrange for other repairs, ensure functioning and cleanliness of vehicles.
• Responsible for the day-to-day maintenance of the assigned vehicle, checks oil, water, battery, brakes, tires, etc., ensure regular servicing of the vehicle.
• Log official trips, daily mileage, gas consumptions, oil changes, greasing, etc.
• Ensure that WHO’s rules and regulations are taken in case of involvement in accident
• Advice on vehicle maintenance issues and decisions regarding any unclear field trips to be made.
• Perform any other related duties as required by the supervisor
• Describe the essential knowledge and the skills specific to the position.
• Knowledge of driving rules and regulations of the country.
• Ability to plan, organize, coordinate, and implement inputs from several sources.
• To communicate clearly and concisely, both orally and in writing.
• To conceptualize and carry out tasks with little supervision.
• Very good understanding of airport arrival and departure procedures.
• Excellent interpersonal relationships and establish and maintain rapport with people of different national and cultural backgrounds.
• Ability and readiness to work outside regular working hours.

Educational Qualifications

• Essential:  Completion of secondary education supplemented by driving training.
• First Aid training including CPR
• Desirable:  A certificate in public relations or related field is an asset.

Experience

• Essential:  At least three (3) years working experience in guest relations and airport protocol work preferably in an international organization.