By continuing to browse this site, you agree to our use of cookies. Read our privacy policy

Administrative Assistant

Brazzaville

  • Organization: WHO - World Health Organization
  • Location: Brazzaville
  • Grade: Administrative support - GS-6, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • AF/HSS Health Systems and Services
  • Closing Date: Closed

OBJECTIVES OF THE PROGRAMME

The main objective is to assist the HRH programme of SDS in the management of the fellowship and in the monitoring and evaluation of the study progress of the fellows.

DESCRIPTION OF DUTIES

CORRESPONDENCE- Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance.- Verify that outgoing correspondence is presented in accordance with WHO and department styles and checking language, grammar and accuracy prior to submitting for signature and clearance.- Analyze incoming correspondence and requests in the 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 are in line with WHO standards, rules, practices and procedures, editing and correcting them as necessary prior to their submission for signature or clearance of 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. MANAGEMENT AND MONITORING- Regular follow-up of the fellows and ensure that all the fellows have submitted their reports as well as confidential reports from the training institutions.- Assist in the process of issuing Letters of Award for HSS approval, Award extensions and termination including recruitment process of new fellows - Keep track of the fellows to provide advice and guidance on any technical or administrative problems/issues at any time by various means of communication- Ensure regular update of the situation of each fellow and maintain the database up-to-date.- Produce monthly report and dashboard serving as a monthly monitoring report on the fellows- Ensure the briefing of the new fellows on the entitlements and obligations- Assist the HRH programme in the maintenance and update of the regional HRH database PROCUREMENT AND PAYMENTAssist in the regular basis, payment of the stipends; tuition fees and thesis expense; book grant and - educational support material; health insurance in accordance with WHO fellowship procedures and letters of awards - Ensure sufficient provision of the PATEAO to manage the fellowship- Raise TRs of the fellows in the GSM system in accordance with WHO fellowship procedures- Liaise with the country of origin (WCO) of the fellow, to prepare the departure of the fellow to the country of study\: itineraries, tickets, medical and security clearance for the country of study- Liaise with the country of study (WCO), to prepare the travel for vacations and repatriations (termination of the award/study, death,..) - Monitor encumbrances and expenditures of the fellowship.OTHER DUTIES- Perform other related duties as required or instructed, including providing support to other areas of work

REQUIRED QUALIFICATIONS

Education

Essential\: Completion of secondary school education or equivalent technical or commercial education.
Desirable\: Training in statistics, finance, procurement, secretarial tasks and/or in an administrative field is desirable.

Experience

Essential\: At least 8 years of relevant working experience.
Desirable\: Experience in administrative support positions in WHO or another UN agency an asset. Experience in Fellowship management and GSM system an asset.

Skills

The incumbent maintains and updates proficiency in the use of modern office technology through in-house courses, on-the-job training or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief others and explain procedures.

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Knowing and managing yourself
Producing results

Use of Language Skills

Essential\: Intermediate knowledge of English. Expert knowledge of French.
Desirable\:

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at XAF 12,774,000 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

  • This vacancy notice may be used to fill other similar positions at the same grade level
  • Only candidates under serious consideration will be contacted.
  • A written test may be used as a form of screening.
  • In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link\: http\://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
  • Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
  • WHO is committed to workforce diversity.
  • WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
  • This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

This vacancy is now closed.
However, we have found similar vacancies for you: