Details
Mission and objectives
Founded in 1948, WHO is the United Nations agency that connects nations, partners and people to promote health, keep the world safe and serve the vulnerable – so everyone, everywhere can attain the highest level of health.
WHO leads global efforts to expand universal health coverage. WHO directs and coordinates the world’s response to health emergencies and promotes healthier lives – from pregnancy care through old age. Our Triple Billion targets outline an ambitious plan for the world to achieve good health for all, using science-based policies and programmes.
Working with 194 Member States across six regions and on the ground in 150+ locations, the WHO team works to improve everyone’s ability to enjoy good health and well-being.
WHO leads global efforts to expand universal health coverage. WHO directs and coordinates the world’s response to health emergencies and promotes healthier lives – from pregnancy care through old age. Our Triple Billion targets outline an ambitious plan for the world to achieve good health for all, using science-based policies and programmes.
Working with 194 Member States across six regions and on the ground in 150+ locations, the WHO team works to improve everyone’s ability to enjoy good health and well-being.
Context
The Zambia World Health Organization (WHO) 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. The Programme Assistant will provide administrative support to the cluster of the Zambia WHO Country Office (WCO) Programmes Team.
Task description
Under the general supervision of the Cluster Team Leader and overall guidance of the World Health Organization (WHO) Country Representative (WR), his/her responsibilities include:
• Draft and initiate correspondence based on guidance from Programme Managers, ensuring all outputs are finalized in accordance with WHO and departmental standards, with careful review of language, grammar, and accuracy prior to submission for approval and signature;
• Coordinate the administrative preparation of internal and external meetings, including developing business plans in GSM/Oracle, preparing invitation letters, cost estimates, and travel requests; support document preparation, distribute materials, and liaise with participants and stakeholders;
• Review and analyze incoming correspondence and requests, identifying priority issues and areas requiring action by Programme Managers; attach relevant background information, highlight critical matters, schedule meetings as needed, record minutes, and follow up on action points to ensure timely responses;
• Facilitate preparation for meetings, seminars, and workshops by sourcing and verifying the availability of relevant documents, ensuring Programme Managers are adequately equipped with accurate and complete information;
• Ensure technical reports and documents comply with WHO standards, rules, procedures, and editorial guidelines, making necessary revisions prior to submission for the WHO Representative’s approval and signature;
• Support efficient programme delivery by utilizing appropriate monitoring tools to track tasks and deadlines, ensuring timely processing of correspondence and prompt handling of requests;
• Use GSM to process official travel requests for Programme Managers, including arranging flights and accommodation, preparing travel documentation, and managing related administrative requirements;
• Provide administrative support to the WHO Representative’s Office when required;
• Perform any other duties as assigned within the scope of responsibilities.
• Draft and initiate correspondence based on guidance from Programme Managers, ensuring all outputs are finalized in accordance with WHO and departmental standards, with careful review of language, grammar, and accuracy prior to submission for approval and signature;
• Coordinate the administrative preparation of internal and external meetings, including developing business plans in GSM/Oracle, preparing invitation letters, cost estimates, and travel requests; support document preparation, distribute materials, and liaise with participants and stakeholders;
• Review and analyze incoming correspondence and requests, identifying priority issues and areas requiring action by Programme Managers; attach relevant background information, highlight critical matters, schedule meetings as needed, record minutes, and follow up on action points to ensure timely responses;
• Facilitate preparation for meetings, seminars, and workshops by sourcing and verifying the availability of relevant documents, ensuring Programme Managers are adequately equipped with accurate and complete information;
• Ensure technical reports and documents comply with WHO standards, rules, procedures, and editorial guidelines, making necessary revisions prior to submission for the WHO Representative’s approval and signature;
• Support efficient programme delivery by utilizing appropriate monitoring tools to track tasks and deadlines, ensuring timely processing of correspondence and prompt handling of requests;
• Use GSM to process official travel requests for Programme Managers, including arranging flights and accommodation, preparing travel documentation, and managing related administrative requirements;
• Provide administrative support to the WHO Representative’s Office when required;
• Perform any other duties as assigned within the scope of responsibilities.
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