Administrative Assistant/Secretary
Brazzaville
- Organization: WHO - World Health Organization
- Location: Brazzaville
- Grade: Administrative support - GS-4, General Service - No need for Higher Education - Locally recruited position
-
Occupational Groups:
- Operations and Administrations
- Administrative support
- AF_COG Congo, Republic of
- Closing Date: Closed
Objectives of the Programme and the immediate Strategic Objectives
The Management Office at the Cluster level has been established in the organisational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.
Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives)
GENERAL
- Receive visitors and telephone calls with tact and discretion, and acts 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 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.
- Ensure incoming correspondence and requests are logged in and verify that background information is attached; highlight incoming documents and inform professional staff, drawing their attention to specific items for action. Follow-up to ensure action is taken on a timely manner. Highlight pending cases and ensure action is taken appropriately.
- 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.
MEETING ADMINISTRATION
- Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including letters of invitation, costs calculation and travel requests; assisting with preparation of documents, dispatching of materials and liaising with participants and others involved.
- Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions.
- Schedule weekly team and ad hoc meetings, according to schedules and need; taking and preparation of 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 deal with other related matters as requested or on own initiative.
FILING AND DOCUMENT MANAGEMENT
Keeps the files of the unit in good order with an easy to retrieve system. Manages electronic filing and updates the information regularly. Keeps all staff informed in the team of the filing system.
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 secretarial tasks and/or in an administrative field is desirable.
Experience
Essential\: Minimum of 2-4 years of relevant experience.
Desirable\: Experience in administrative support positions in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.
Skills\:
The incumbent maintains and updates proficiency in the use of modern office technology through of 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.
Work requires the use of word processing or other software packages, and standard office equipment. Formal or self-training in the use of standard office software. Training in Oracle-based or other ERP systems an asset.
Work requires the use of\: word processing facilities to create, edit, format and print correspondence and documents; spreadsheet and visual presentation software; e-mail and scheduling software to improve communications both internally and externally; Oracle/GSM for administrative matters.
WHO Competencies
1- Team work
2- Respecting and promoting individual and cultural differences
3- Communication
4- knowing and managing yourself
5- Producing results
Expert knowledge of French
Intermediate knowledge of English
.
The Management Office at the Cluster level has been established in the organisational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.
Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives)
GENERAL
- Receive visitors and telephone calls with tact and discretion, and acts 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 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.
- Ensure incoming correspondence and requests are logged in and verify that background information is attached; highlight incoming documents and inform professional staff, drawing their attention to specific items for action. Follow-up to ensure action is taken on a timely manner. Highlight pending cases and ensure action is taken appropriately.
- 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.
MEETING ADMINISTRATION
- Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including letters of invitation, costs calculation and travel requests; assisting with preparation of documents, dispatching of materials and liaising with participants and others involved.
- Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions.
- Schedule weekly team and ad hoc meetings, according to schedules and need; taking and preparation of 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 deal with other related matters as requested or on own initiative.
FILING AND DOCUMENT MANAGEMENT
Keeps the files of the unit in good order with an easy to retrieve system. Manages electronic filing and updates the information regularly. Keeps all staff informed in the team of the filing system.
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 secretarial tasks and/or in an administrative field is desirable.
Experience
Essential\: Minimum of 2-4 years of relevant experience.
Desirable\: Experience in administrative support positions in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.
Skills\:
The incumbent maintains and updates proficiency in the use of modern office technology through of 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.
Work requires the use of word processing or other software packages, and standard office equipment. Formal or self-training in the use of standard office software. Training in Oracle-based or other ERP systems an asset.
Work requires the use of\: word processing facilities to create, edit, format and print correspondence and documents; spreadsheet and visual presentation software; e-mail and scheduling software to improve communications both internally and externally; Oracle/GSM for administrative matters.
WHO Competencies
1- Team work
2- Respecting and promoting individual and cultural differences
3- Communication
4- knowing and managing yourself
5- Producing results
Expert knowledge of French
Intermediate knowledge of English
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.
· For information on WHO's operations please visit\: http\://www.who.int.
· WHO is committed to workforce diversity.
· WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
· WHO has a mobility policy which can be found at the following link\: http\://www.who.int/employment/en/. Candidates appointed to an international post with WHO are subject to mobility and may be assigned to any activity or duty station of the Organization throughout the world.
· Applications from women and from nationals of non and underrepresented Member States are particularly encouraged.
.
This vacancy is now closed.
However, we have found similar vacancies for you:
However, we have found similar vacancies for you:
Assistant(e) Administratif(ve) projet « Régions transfrontalières du Gabon, Cameroun et Tchad »
Administrative support - Administrative Services and Support - Generally no need for Higher Education
UNESCO - United Nations Educational, Scientific and Cultural Organization
Closing 20th of November
Libreville
Budget and Finance Assistant
Administrative support - Administrative Services and Support - Generally no need for Higher Education
CEPOL - European Police College
Closing 29th of August
Budapest
Assistant Manager Accounts
Administrative support - Administrative Services and Support - Generally no need for Higher Education
Cankids
Closing 6th of June
Green Park | Delhi
Finance Assistant – National Position
Administrative support - Administrative Services and Support - Generally no need for Higher Education
Malteser International
Closing 30th of June
Gaziantep | Kilis
Assistant Public Health Officer
Administrative support - Administrative Services and Support - Generally no need for Higher Education
UNHCR - United Nations High Commissioner for Refugees
Closing 27th of December
Remote | Adjumani | Lamwo | Kiryandongo
