Administrative Assistant

Update

The organization is implementing Meeting and Travel Services (MTS) to streamline meeting coordination, travel arrangements, expense management, and compliance with applicable meeting and travel policies. Within this framework, the MTS Business Support Team is responsible for ensuring the effective day-to-day functioning of the system, providing user support, and contributing to the continuous improvement of MTS processes.
The assignment aims to provide operational and functional support to the Meeting and Travel Services, ensuring efficient system utilization, adherence to organizational policies and procedures, and timely identification and resolution of operational and technical issues.

The incumbent provides comprehensive administrative, operational, and coordination support within the delegated authority to ensure the smooth functioning of the team’s activities.

Key responsibilities include:

• Receiving visitors and handling telephone calls with tact and discretion, redirecting inquiries appropriately, and supporting appointment preparation by providing relevant background information.
• Managing requests for goods and services, including tracking, receipt, payment processing, and inventory follow-up.
• Drafting, reviewing, and finalizing correspondence and reports, ensuring compliance with WHO standards, language accuracy, and proper formatting before submission for signature or clearance.
• Reviewing incoming correspondence, identifying required actions, gathering supporting documentation, and ensuring timely responses using tracking tools.
• Supporting human resources processes, including contract renewals and initiating HR actions for staff appointments.
• Managing procurement processes through WHO systems, including contracts for consultants and goods, and monitoring delivery and payments.
• Assisting in budget and financial monitoring, including tracking expenditures, supporting donor reporting, and following up on financial issues.
• Maintaining information management systems, ensuring proper filing, updating records, and conducting document and information searches when required.
• Supporting meeting administration, including logistics, invitations, documentation, minutes, presentations, and coordination with participants.
• Managing travel arrangements through WHO systems, including travel requests, bookings, and preparation of travel files.
• Providing general administrative support, including replacing other support staff when needed and performing any additional duties as required.

The UNV National Specialist will be under the supervision of the Administrative Officer.