Operations and Administration Associate

Dedicated to the well-being of all people and guided by science, the World Health Organization leads and champions global efforts to give everyone, everywhere an equal chance to live a healthy life. WHO leads global efforts to expand universal health coverage. We direct and coordinate the world’s response to health emergencies. And we promote healthier lives – from pregnancy care through old age.

WHO South Africa manages a diverse portfolio of public health programmes that require effective administrative, financial and operational support to ensure efficient implementation and compliance with organizational policies and procedures. Sound financial management, procurement, logistics coordination and administrative oversight are essential to enabling programme teams to deliver quality technical assistance and achieve planned results.

In addition to supporting WHO's operational priorities, the assignment contributes to the coordination functions of the Operations Management Team (OMT), a key inter-agency coordination mechanism of the United Nations Country Team (UNCT). The OMT promotes collaboration among UN agencies by strengthening common business operations, improving operational efficiency, supporting the implementation of the Business Operations Strategy (BOS), Common Back Office (CBO) initiatives and other UN Reform priorities.

Hosted by WHO South Africa, this assignment offers a valuable opportunity for a young professional to gain practical experience within the United Nations system while supporting both WHO's operational functions and inter-agency coordination. Working under the supervision of the Operations Officer and in collaboration with WHO programme teams, operations colleagues and OMT members from across the UN system, the UN Volunteer will contribute to administrative coordination, financial monitoring, logistics support, records management and OMT secretariat functions.

The assignment provides exposure to UN administrative systems, financial management, procurement, logistics, inter-agency coordination and business operations. Through structured mentoring, workplace learning and regular coaching, the UN Volunteer will strengthen professional competencies in administration, coordination, financial support and organizational management while contributing to more efficient programme delivery and stronger collaboration across the UN Country Team.

Under the direct supervision of the designated WHO Supervisor, the UN Volunteer will undertake the following tasks:

1. Support Programme Coordination and Implementation
● Support the planning, coordination and implementation of WHO operational and administrative activities that enable the effective delivery of public health programmes, including communicable and non-communicable diseases, health emergencies, health systems strengthening, universal health coverage, and other priorities within the WHO Country Cooperation Strategy.
● Assist in coordinating operational workflows, meetings, travel arrangements, procurement actions, logistical support, and administrative processes that facilitate programme implementation and technical missions.
● Support the implementation of approved workplans, monitoring timelines and follow-up actions to ensure timely delivery of programme and operational outputs.
● Assist programme and operations teams with coordination of workshops, training activities, stakeholder consultations and field missions.

2. Support UNCT Internal Coordination Mechanisms
● Support WHO's role as Co-Chair of the United Nations Country Team (UNCT) Operations Management Team (OMT) by assisting with the coordination of meetings, preparation of agendas, briefing materials and background documentation.
● Record meeting minutes, maintain action trackers, monitor progress on agreed actions, and support follow-up with participating UN agencies.
● Contribute to information sharing, collaboration and documentation related to the Business Operations Strategy (BOS), Common Back Office (CBO) initiatives, common services, inter-agency procurement, fleet, ICT, HR and other operational efficiency initiatives.
● Support the preparation of reports, presentations and analytical summaries for OMT discussions and UNCT operational decision-making processes.
● Assist in documenting and tracking operational reform initiatives that strengthen efficiency, accountability and value-for-money across the UN system in South Africa.

3. Conduct Research, Data Collection and Basic Analysis
● Collect, compile and organize operational, administrative, financial and programme information to support planning, monitoring and decision-making.
● Assist in maintaining expenditure tracking tools, procurement monitoring systems, travel tracking records, inventory databases, asset registers and other operational information systems.
● Support data collection and validation for management reporting, programme reviews, audits and compliance activities.
● Prepare background information, briefing notes, presentations and administrative reports for management, programme teams and inter-agency coordination forums.
● Conduct basic analysis of operational performance data and prepare summaries to support continuous improvement initiatives.

4. Support Monitoring, Reporting and Results Tracking
● Maintain operational and programme activity trackers and support monitoring of implementation against approved workplans, operational plans and key performance indicators.
● Assist in compiling information for operational reports, management dashboards, financial updates and OMT reporting requirements.
● Support monitoring of procurement, travel, asset management, fleet, human resources and other operational functions to facilitate timely reporting and follow-up.
● Contribute to documenting operational achievements, challenges, lessons learned and corrective actions.
● Support tracking and reporting on implementation of operational improvement initiatives and organizational recommendations.

5. Support Knowledge Management and Documentation
● Organize and maintain administrative, operational and programme documentation in accordance with WHO policies, procedures and records management requirements.
● Maintain electronic filing systems, shared repositories and operational records to ensure accessibility and version control.
● Support records management, document retrieval, audit preparedness and compliance reviews by ensuring that documentation is accurate, complete and readily available.
● Compile and document lessons learned, good practices and operational innovations that contribute to institutional knowledge and continuous improvement.
● Assist in maintaining guidance materials, templates and operational reference documents.

6. Support Stakeholder Engagement and Operational Coordination
● Assist in coordinating engagement with WHO technical programmes, operations teams, government counterparts, UN agencies, donors, suppliers, service providers and other stakeholders.
● Support the organization of meetings, workshops, consultations and operational engagements, including logistical, administrative and documentation requirements.
● Maintain stakeholder contact lists and records and support timely follow-up on agreed actions and requests.
● Contribute to strengthening collaboration between programme and operations teams to support effective implementation of WHO priorities.
● Assist in facilitating communication and coordination related to inter-agency operational initiatives and common services.

7. Support Communication and Visibility
● Assist in preparing operational updates, briefing notes, presentations, meeting summaries and information products for internal communication and management reporting purposes.
● Support documentation of meetings, workshops, missions and operational activities through preparation of reports, event summaries and activity records.
● Contribute to the development of information materials that promote knowledge sharing, operational transparency and organizational learning.
● Assist in compiling success stories, lessons learned and examples of operational improvements that support WHO and UNCT visibility efforts.
● Support preparation of materials required for management reviews, donor briefings and inter-agency coordination meetings.

8. Provide General Administrative Support
● Provide administrative and operational support across WHO operations, including procurement documentation, travel arrangements, logistics coordination, financial documentation, records management, filing systems and official correspondence.
● Assist with inventory and asset management activities, including maintenance of databases, records reconciliation and verification of supporting documentation.
● Support compliance with WHO administrative procedures, internal controls and audit requirements.
● Assist with scheduling meetings, managing calendars, preparing routine correspondence and maintaining operational records.
● Perform any other administrative and operational support functions assigned by the supervisor in support of WHO's mandate and country programme priorities.