Administrative Assistant

The incumbent works with a considerable degree of independence, ensuring the smooth functioning and continuity of the office; receives directions from the Special Representative on technical matters; and seeks guidance Office, information from available sources. Policy matters must be brought to the attention of the supervisor(s). General guidance is given to the incumbent by the Special Representative as well by the Copenhagen based administrative office.

The incumbent exercises judgement and flexibility in the application of guidelines and selection of administrative course of action. For activities not covered by established guidelines and for ad hoc unforeseen situations the incumbent uses initiative and common sense, drawing from experience. The incumbent may seek guidance for solutions to administrative matters from relevant staff in WHO/EURO. S/he may propose innovative initiatives.

As the unique focal person for all operational and administrative work of WHO in Israel, the incumbent performs a variety of secretarial, operational, coordinating, monitoring and administrative services to ensure the efficient daily running of the WHO Presence and Office and in support of activities. Typically, the incumbent performs the following categories of duties): direct support to the Special Representative; duties of administrative assistant including budget and finance management; and coordination with UN (mainly UNDP and UNDSS) on administrative matters. 

Under the overall guidance and supervision of the Special Representative to the WHO Regional Director for EURO in Israel, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative Assistant works in close collaboration with the Operations, Programme and projects staff in the CO 

and other UN agencies staff to exchange information and ensure consistent service delivery.
 

1. Administrative: Office management - administration, procurement, human resources

• Provide input to the immediate supervisor on aspects of planning, resource allocation and human resources management of the programmes and projects.
• Assist with human resources administrative tasks, including monitoring staff contracts, maintaining and updating the departmental human resources plan accordingly and acting as leave administrator.
• Coordinate 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.
• Analyze incoming correspondence and requests, researching and providing background information as required.
• Draft correspondence on own initiative or based on instructions and finalize correspondence/reports for signature.
• Maintain the unit's filing system of technical documents and correspondence.
• Provide support on all administrative and logistics preparations required for the organization of meetings and staff travel.
• Support colleagues on general administrative processes and assist/backstop administrative staff in the team.

2.)  Financial: Budget and Finance Management - Use GSM (WHO’s ERP System)

• Review obligating documents and undertake reconciliations, 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.
• Support in monitoring aspects of the implementation of country activities, such as, 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.
• Brief staff at all levels on budget, financial, administrative, human resources and other procedures and practices.

3. Knowledge and information management 

• Prepare daily press summary from relevant Hebrew outlets and newspapers.
• Maintain WHO documentation modules (if applicable) and all WHO documentation in consultation with the WHO Documentation Centre as applicable: ensures that information is properly disseminated.
• Provide briefing and guidance to general service and professional staff on general office practices and procedures; assists/replaces colleagues in the team and performs other related duties as required.
• Scan, record, refer and follow up on correspondence and documents, evaluates the urgency or critical nature of items, bringing them to the attention of the Head of Office; informs and reminds the Special Representative of follow-up dates and deadlines for response or specific actions, supplying supporting material as appropriate.
• Establish and maintain the filing system of technical documents and correspondence. Create background files and compiles reference material as appropriate. 
• Respond to and act on incoming enquiries in a timely manner (phone, social media, courier) and assess the critical nature of technical enquiries and refers them to appropriate staff for reply when needed.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Supervisory/Managerial Responsibilities: No

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 

Learn Continuously

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility 

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 

Act with Determination 

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

Cross-Functional & Technical competencies 

Business Management

Communication

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; 
• to tailor messages and choose communication methods depending on the audience.

Business Management

Operations Management

• Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. 
• Knowledge of relevant concepts and mechanisms

Business Management

Customer Satisfaction/Client Management

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. 
• Provide inputs to the development of customer service strategy.
• Look for ways to add value beyond clients' immediate requests. 
• Ability to anticipate client's upcoming needs and concerns. 

Administration & Operations 

Travel policy and procedures

• Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters

Administration & Operations

Documents and records management 

• Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Procurement

Procurement Management

• The ability to acquire goods, services or works from an outside external source. 

People Management: N/A
 

• Secondary education is required.
• University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
• Certifications in Administration and Procurement are desirable.