Administrative Assistant/SMO (SSA)

Purpose of the position

 To Provide administrative support to the Senior Management Office (SMO) Cluster of the Uganda Country Office (WCO) Team Programs, under the overall guidance of the WHO Representative.

Objectives of the programme

The Country Team is responsible for promoting technical cooperation, stimulating interest and coordination assistance for health development based on regional strategies and WHO guidelines. It is responsible for contributing to the collection, analysis and dissemination of health information

The incumbent will work under the overall guidance of the Programme Management Officers and immediate supervision of the Administrative Assistant/Senior Management Officers and s/he will have the following responsibilities in her/his assigned area of work:

1. Provide administrative support to all the SMO Cluster Officers.
2. Initiate correspondence projects on the orientation of Program Managers; finalize them in accordance with WHO and departmental styles and check language, grammar, and accuracy before submission for approval and signature.
3. Organize the administrative preparation of internal and external meetings, including the preparation of letters of invitation, cost estimates and travel requests; assist in the preparation of documents; sending materials and liaising with participants and others involved.
4. Analyze correspondence and requests received, highlight incoming documents, and attach background information and identify areas requiring action by Program Managers, drawing attention to important issues. Schedule meetings of Program Administrators, according to schedules and needs; take minutes of meetings and follow up on issues requiring action to ensure prompt response to WHO requests.
5. Obtain information documents for meetings, seminars, workshops, etc. which program administrators take part in, verify their availability, and ensure that they have the appropriate information files and documents.
6. Ensure that technical reports and documents conform to WHO standards, rules, practices, procedures and editing style and correct them as necessary prior to submission to the Representative's signature.
7. Use appropriate monitoring tools, monitor, and ensure deadlines and deadlines are met, and correspondence and requests are analyzed and processed as soon as possible.
8. Make airline and hotel reservations, prepare travel records, and handle other related matters upon request.
9. Collaborate and interact with other Programme Assistants in the other Clusters to support cross cutting functions/which is of cross cutting in nature.
10. Perform other related duties as required or directed, including support to the administration and the Representative's Office.

Educational Qualifications

• Essential:-

Completion of secondary school followed by Administrative training and /or Management

17. Desirable:- Training in UN systems is an advantage. Proven skills in drafting and editing required.
17. Experience

• Essential:-

17. At least five (5) years of experience in a recognized public or private institution

• Desirable:-

17. Experience in administrative support positions within WHO or another UN agency is an asset. Experience in Oracle-based systems or another ERP-like system is an asset.

Languages

17. Essential: - Fluency in English.

17. Desirable – Working knowledge of French would be an added advantage.

Other Considerations (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.)

Work requires the use of word processing or other 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 facilitates to create, edit, format and print correspondences and documents, spreadsheet and visual presentation, software; e-mail and scheduling software to improve communications both internally and externally; Oracle/GSM for administrative matters. both internally and externally; Oracle/GSM for administrative matters.