Administrative Assistant at World Health Organization (WHO)

Job ID: 2106567
Grade: G7
Contractual Arrangement: Fixed-term appointment
Contract Duration (Years, Months, Days): 2 years
Organization: AF_NGA Nigeria
Schedule: Full-time 

Objectives of the Programme

• Country Management Support Units (CSUs) have been established in the organisational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system

Description of Duties

• Provide full administrative support to the WR's office.
• Draft, review and revise correspondence, reports and documents for proper format and content in consultation with the supervisor.
• Independently compose correspondence of administrative nature, take notes at meetings, provides informal interpretation / translation when required;
• Prepare and process travel requests for team members using GSM, work with the travel unit to arrange for visa issuance, security clearance, flight and hotel bookings, follows up travel related issues of national and international missions;
• Scan, record, refer and follow up correspondence and documents, evaluate the urgency or critical nature bringing them to the attention of the responsible staff.
• Inform and remind responsible staff of follow-up dates, response or specific actions, supplying supporting material as appropriate;
• Using GSM, monitor aspects of the implementation of country activities, funds for project / programme budget levels and financial expenditures, according to the approved country workplan.
• Initiate and process different transactions in GSM, Maintain and update the filing of technical documents and correspondence (soft/hard copies and databases if applicable).
• Create background reference material as appropriate; access and retrieve relevant material;
• Finalize all administrative and logistics preparations required for the organization of meetings held in the country (working groups, seminars/courses, workshops Respond to and act on telephone enquiries in a timely manner.
• Assess the critical nature of technical issues and direct them to appropriate staff for reply, coordinate appointments for supervisor
• Establish and maintain a proper computerized information system on MOH and UN counterparts, WHO Collaborating Centers, etc.
• Brief colleagues on general office administrative process.

Required Qualifications
Education:

• Essential: Completion of secondary education or equivalent supplemented by secretarial training.
• Desirable: University Degree in Business Administration, Social Sciences or related field is an asset

Experience:

• Essential: At least 10 years progressive administrative experience
• Desirable: Experiencein other areas such as Program Management would be an asset. Experience in WHO / UN system.

Skills:

• Ability to plan, organize, coordinate and implement inputs from several sources;
• Good filing and organizational skills.
• Ability to maintain good working relationships with staff, experts and visitors.
• Very good time management and stress management skills.
• Knowledge of WHO rules, manuals, practices, procedures

WHO Competencies:

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results
• Knowing and managing yourself

Use of Language Skills:

• Essential: Expert knowledge of English.

Remuneration
WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at NGN12,007,619 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.