Administrative Assistant

Details

Mission and objectives

WHO is a specialized agency of the United Nations that was established in July 1946 and whose objective is the attainment by all peoples of the highest possible level of health. WHO’s primary role is to direct and coordinate international health within the United Nations system. WHO’s main areas of work are health systems; health through the life-course; noncommunicable and communicable diseases; preparedness, surveillance and response; and corporate services.

Context

In the context of the WHO Health Emergencies incident management system, at the country level: The incumbent reports directly to the administrative officer. The position contributes to both financial and administrative operations in the implementation of programmes that WHO Country Office (WCO) implements. The assignments can be filled before the deadline therefore we encourage you to apply with a fully completed and updated profile as soon as possible.

Task description

Within the delegated authority of Representative and under the supervision the Business Operations Associate (BOA) or his/her designated mandated representative(s), the UNV will: • Provide full administrative support including drafting in line with WHO style guide, reviewing and dispatching of correspondence, reports, documents, etc. independently compose and finalize correspondence of administrative nature and draft interim replies, draft presentations as guided by professional staff; • Receive, screen and log all incoming correspondence, search for information and attach background, provide unofficial translation, if needed, take minutes of WCO meetings, update and maintain unit filing system (paper based, electronic and database); • Support BOA with the follow up on the implementation of programme activities and ensure timely submission of WCO’s contributions, respond to and act on telephone enquiries, assess the urgency of programme matters and refer them to appropriate staff for action, inform and remind professional staff in the unit of deadlines, provide supporting material as appropriate; • Provide full administrative support to the WCO’s meetings, draft rationale and plan (including approximate costs) for meetings, compile and process all necessary documentation, liaise with participants, issue TRs, effect payments for participants, follow up on travel claims and complete logistical and financial arrangements; • Organize the travel of the country office personnel, including raising travel requests (TRs) in the system, security clearance, finalizing travel itineraries and hotel bookings etc., and following up and maintaining records on the submission of duty travel reports; • Assist the BOA in carrying out the function of project administrator and initiate and process different transactions; • Assist the BOA to coordinate with other units of the WHO to finalize and complete administrative tasks where needed; • Perform other requested administrative functions related to running the administrative work of the unit. Results/Expected outputs: • As an active WHO team member, efficient, timely, responsive, client-friendly and high-quality support rendered to WHO and its beneficiaries in the accomplishment of her/his functions, including: • 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.