Details
Mission and objectives
WHO LBY organization mission TBD
Context
The WHO Libya Country Office provides technical cooperation and support to the Ministry of Health and other national institutions to strengthen the health system, improve health outcomes and advance universal health coverage. Its work is guided by WHO’s global and regional strategic priorities and aligned with national health priorities, in collaboration with government institutions, United Nations agencies, development partners and other stakeholders.
WHO Libya’s work encompasses health systems strengthening, disease prevention and control, health emergency preparedness and response, health information, and support for vulnerable populations. The Country Office operates in a complex and evolving context that requires effective coordination, operational flexibility, accountability and close collaboration across programmes and functions.
WHO Libya’s work encompasses health systems strengthening, disease prevention and control, health emergency preparedness and response, health information, and support for vulnerable populations. The Country Office operates in a complex and evolving context that requires effective coordination, operational flexibility, accountability and close collaboration across programmes and functions.
Task description
Within the delegated authority and under the supervision of the Operations Officer or his/her designated mandated representative(s), the UNV Administration Assistant will:
GENERAL
Receive visitors and telephone calls with tact and discretion and act according to the nature and urgency of each, including redirecting as appropriate.
Provide background information for appointments with official visitors and/or staff members.
Monitor requests for goods and services, including receipt, payment, and inventory requirements.
CORRESPONDENCE
Draft general or administrative correspondence on own initiative or based on instructions; finalize correspondence/reports for signature/clearance.
Verify that outgoing correspondence is presented in accordance with the World Health Organization (WHO ) and department styles, checking language, grammar, and accuracy prior to submitting for signature and clearance.
Analyze incoming correspondence and requests in light of background material, instructions, policies, and precedents, researching, obtaining, and attaching background information in anticipation of the responsible officer’s needs, or redirecting them as appropriate; identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items.
Ensure that technical reports and documents comply with WHO standards, rules, practices, and procedures, editing and correcting them as necessary prior to submission for signature or clearance by the relevant authority.
Using appropriate tracking tools, follow up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.
BUDGET & FINANCE
Assist in the monitoring and progress review of projects and tasks in the GSM/Oracle work plan.
Provide team members with timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required.
Monitor income and expenditures for planning purposes.
Promptly follow up on financial, budgetary, and any outstanding issues concerning the team/department, including ensuring timely processing of committal documents.
Assist in the preparation of financial and technical progress reports to donors.
INFORMATION MANAGEMENT
In close collaboration with other support staff, create and/or maintain filing systems; continually review filing systems to ensure information is up to date and effectively and efficiently used.
Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.
MEETING ADMINISTRATION
Arrange, coordinate, and lead administrative preparation for meetings, seminars, workshops, including letters of invitation, cost calculations, and travel requests; assist with preparation of documents, dispatching materials, and liaising with participants and others involved.
Prepare presentations using PowerPoint and other software packages on own initiative or based on instructions.
Schedule weekly team and ad hoc meetings according to schedules and needs; take and prepare minutes.
Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team’s professional staff, checking their availability and ensuring they have the appropriate briefing files and documents.
TRAVEL
Using GSM/Oracle, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files, and handle other related matters as requested or on own initiative.
Any other related tasks as may be required or assigned by the supervisor.
3. Results/expected outputs:
• As an active WHO team member, efficient, timely, responsive, client-friendly, and high-quality support is rendered to WHO and its beneficiaries in the accomplishment of his/her functions.
• Age, Gender and Diversity (AGD) perspective is systematically applied, integrated, and documented in all activities throughout the assignment.
• A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in, and capacities developed.
GENERAL
Receive visitors and telephone calls with tact and discretion and act according to the nature and urgency of each, including redirecting as appropriate.
Provide background information for appointments with official visitors and/or staff members.
Monitor requests for goods and services, including receipt, payment, and inventory requirements.
CORRESPONDENCE
Draft general or administrative correspondence on own initiative or based on instructions; finalize correspondence/reports for signature/clearance.
Verify that outgoing correspondence is presented in accordance with the World Health Organization (WHO ) and department styles, checking language, grammar, and accuracy prior to submitting for signature and clearance.
Analyze incoming correspondence and requests in light of background material, instructions, policies, and precedents, researching, obtaining, and attaching background information in anticipation of the responsible officer’s needs, or redirecting them as appropriate; identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items.
Ensure that technical reports and documents comply with WHO standards, rules, practices, and procedures, editing and correcting them as necessary prior to submission for signature or clearance by the relevant authority.
Using appropriate tracking tools, follow up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.
BUDGET & FINANCE
Assist in the monitoring and progress review of projects and tasks in the GSM/Oracle work plan.
Provide team members with timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required.
Monitor income and expenditures for planning purposes.
Promptly follow up on financial, budgetary, and any outstanding issues concerning the team/department, including ensuring timely processing of committal documents.
Assist in the preparation of financial and technical progress reports to donors.
INFORMATION MANAGEMENT
In close collaboration with other support staff, create and/or maintain filing systems; continually review filing systems to ensure information is up to date and effectively and efficiently used.
Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.
MEETING ADMINISTRATION
Arrange, coordinate, and lead administrative preparation for meetings, seminars, workshops, including letters of invitation, cost calculations, and travel requests; assist with preparation of documents, dispatching materials, and liaising with participants and others involved.
Prepare presentations using PowerPoint and other software packages on own initiative or based on instructions.
Schedule weekly team and ad hoc meetings according to schedules and needs; take and prepare minutes.
Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team’s professional staff, checking their availability and ensuring they have the appropriate briefing files and documents.
TRAVEL
Using GSM/Oracle, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files, and handle other related matters as requested or on own initiative.
Any other related tasks as may be required or assigned by the supervisor.
3. Results/expected outputs:
• As an active WHO team member, efficient, timely, responsive, client-friendly, and high-quality support is rendered to WHO and its beneficiaries in the accomplishment of his/her functions.
• Age, Gender and Diversity (AGD) perspective is systematically applied, integrated, and documented in all activities throughout the assignment.
• A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in, and capacities developed.
At Impactpool we do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.