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Administrative Assistant

Brazzaville (Congo Republic)

  • Organization: WHO - World Health Organization
  • Location: Brazzaville (Congo Republic)
  • Grade: GS-6, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2021-10-23

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OBJECTIVES OF THE PROGRAMME

To provide leadership and vision in the WHO African Region, to facilitate planning, programming, implementation, monitoring and evaluation of UHP activities and support and promote research activities. The cluster will develop strategic partnerships to enhance resource mobilization for UHP and implement innovative methods to scale up UHP activities in countries of the region.

DESCRIPTION OF DUTIES

GENERAL- Oversee and monitor the information flow of the office of the Director, screening, sorting, analyzing and identifying areas requiring action by the Director.- Ensure effective and timely follow up on requests for information, briefings and other actions, emanating from the office of the Director, liaising with units/teams, as appropriate.- 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. - Maintain Director's agenda and calendar by scheduling meetings and/or rescheduling owing to disruption by unforeseen events, redirects visitors and callers as necessary.

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 anticipationof the responsible officer's needs, or redirecting them as appropriate; identify and highlight incomingdocuments 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.

FINANCE- Upon instructions, maintain HR plans in GSM- Submit payment request to GSC and monitors payments against invoices and receipts

HUMAN RESOURCES- Monitor leave and attendance records, as required.

INFORMATION MANAGEMENT- In close collaboration with other support staff, create and/or maintain filing systems; continual review of filing system 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.- Coordinate compilation of technical documents requested of and provided by professional staff, other Clusters or Programmes to ensure they are logically compiled, formatted and assembled to facilitate the work of the Director.

MEETING ADMINISTRATION- Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including: preparing event plans in GSM/Oracle, letters of invitation, cost estimates and travel requests; assisting with preparation of documents; dispatching of materials and liaising with participantsand others involved.- Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions.- Schedule team/departmental meetings, according to schedules and need; taking minutes and following up on action points to ensure timely response to the requests of the Director 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.

PROCUREMENT AND TRAVELRaising registrations and TRs in the GSM system for Cluster Director's office- Follow up on the receipts of the goods/services and enter the receipts in the system- 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.

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 finance, procurement, secretarial tasks and/or in an administrative field is desirable

Experience

Essential: At least 8 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 inhouse 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 MS Office with advanced Excel skills, 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.

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication

Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of French. Intermediate knowledge of English.
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 11,368,000 (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.
  • Staff members in other duty stations are encouraged to apply.
  • 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.
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.
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