Zonal Administrative Assistant at World Health Organization (WHO)

OBJECTIVES OF THE PROGRAMME

• The country team is responsible for promoting technical cooperation, stimulating interest and coordinating assistance for health development based on global and regional strategies and WHO guidelines It is also responsible for contributing to the collection, analysis and dissemination of health information

DESCRIPTION OF DUTIES

• The incumbent will perform all or part of the following, and other related responsibilities as required by the needs of the office
• Administer and/or coordinate processing of work products and transactions across programme, financial, and administrative work areas
• Financial
• Review obligating documents, undertake reconciliations, and prepare reports, as required
• Review and 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 attention of the supervisor 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 the 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 in close collaboration with relevant colleagues to ensure that ordered services are appropriate
• 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 the preparation of letters of invitation, documents, cost estimates and travel requests, the distribution of materials and liaison with participants and other stakeholders
• Write team meeting report and populate with the 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

REQUIRED QUALIFICATIONS

Education

• Essential: Completion of secondary education or equivalence 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
• 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, and prepare reports, briefing materials, and maintain filing systems
• Basic financial accounting skills
• 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