Zonal Administrative Assistant

Zonal Administrative Assistant at World Health Organization (WHO)

WHO is the directing and coordinating authority for health within the United Nations system. It provides leadership on global health matters, shapes the health research agenda, sets norms and standards, articulates evidence-based policy options, provides technical support to countries, and monitors and assesses health trends.

Objectives of the Programme

The country team promotes technical cooperation, stimulates interest, and coordinates assistance for health development based on global and regional strategies and WHO guidelines. It also contributes to the collection, analysis, and dissemination of health information.

Description of Duties

The incumbent will perform all or part of the following responsibilities as required by the needs of the office:

Financial:

• Review obligating documents, undertake reconciliations, and prepare reports as required.
• Process transactions in the enterprise resource planning system and follow up with concerned parties on the receipt of deliverables and finalization of payments.
• Monitor aspects of the implementation of country activities, such as deadlines, funds for project/programme budget, and financial expenditures, according to the approved country work plan, drawing the supervisor’s attention to problems, inconsistencies, and delays.

Administrative:

• Support the preparation and monitoring of teamwork plans in the enterprise resource planning system.
• Manage the smooth running of administrative functions, including maintaining an up-to-date status of the office space and acting as the office space focal point for the department.
• Obligate purchase requests for services and goods, working closely with relevant colleagues to ensure that ordered services are appropriate.
• Write team meeting reports and populate them with other team members.
• Compile and ensure the availability of documentation for team meetings, seminars, and workshops.
• Establish and/or maintain the team’s electronic filing system of technical documents and correspondence.
• Track/administer the team’s client-support/response system and flow of information, monitoring and ensuring the processing of requests and correspondence.
• Provide administrative support to the organization of internal and external meetings, including preparing letters of invitation, documents, cost estimates and travel requests, distributing materials, and liaising with participants and other stakeholders.

Required Qualifications for the Job

Education:

• Essential: Completion of Secondary Education or equivalent training.
• Desirable: University Degree in Business Administration, Social Sciences, or related field. Training in United Nations Systems is an advantage.

Experience:

• Essential: A minimum of eight years of progressively responsible work experience relevant to the position in the administrative field.
• Desirable: Relevant experience in WHO or in the United Nations system (UN). Experience in enterprise resource planning systems.

Skills:

• Proficiency in the use of standard office computer software, note-taking, and operation of computerized systems and databases.
• Ability to train, brief, and explain administrative procedures to other staff members.
• Ability to review, write/draft routine and non-routine correspondence and reports using proper grammar, punctuation, and style.
• Ability to maintain effective client relationships and proactivity in servicing clients.
• Demonstrated knowledge of procedures and practices, rules and regulations in an administrative support area in a United Nations or WHO country office.
• Ability to undertake research, prepare reports, briefing materials, and maintain filing systems.
• Basic financial accounting skills.

WHO Competencies:

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

Use of Language Skills:

• Essential: Expert knowledge of English.
• Desirable: Working knowledge of French would be an advantage.

Remuneration

The remuneration comprises an annual base salary starting at USD 22,559 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.