Administrative Assistant at World Health Organization

Job description

Grade G6

OBJECTIVES OF THE PROGRAMME

Under the Strategic directions of the Director, General Management, the COT shall manage AFRO's compliance programme on a day-to-day basis and be the focal point for all compliance and risk management issues in the African region. PURPOSE OF THE POST As Assistant to the Compliance Team, the incumbent will coordinate administrative support services in the Compliance Team and support the smooth running of the Office. DESCRIPTION OF DUTIES

GENERAL

• Oversee and monitor the information flow of the office of the COT, screening, sorting, and identifying areas requiring action by the Compliance Team.
• Ensure effective and timely follow up on requests for information, briefings and other actions, emanating from the COT, 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 the agenda and calendar of the Manager, CRM and the Senior Technical Officer, COT by scheduling meetings and/or rescheduling owing to disruption by unforeseen events, redirects visitors and callers as necessary.
• Monitor requests for goods and services, including receipt, payment and inventory requirements.
• Coordinate and monitor office space requirements in liaison with relevant units as required.

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 compliance 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
• Prepare requests to Programme Administrative Officer for Award creation and distributions, supplier creation, PO closure, certified financial statements

COMPLIANCE WORK

• Review transactions on a routine basis, as directed by a compliance officer.
• Maintain a database of COT recommendations for follow up
• Provide any assistance that compliance officers might require in carrying out compliance reviews

INFORMATION MANAGEMENT

• In close collaboration with COT team members, 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 participants and 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 TRAVEL

• Raising registrations and TRs in the GSM system
• Follow up on the receipts of the goods/services and enter the receipts in the system
• Monitor encumbrances.
• 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.
• Act as the focal point for Asset Management at COT level.

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, audit, compliance, 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 Oracle-based or other ERP systems 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.

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.