Administrative Assistant at World Health Organization

Purpose Of the Position
As Administrative Assistant to the Digital Finance Team, the incumbent will coordinate administrative services and support the smooth running of the Team.

Description Of Duties
Under the direct supervision of the Head of Assurance and Control:

• GENERAL: Oversee and monitor the information flow of the Digital Finance Team, screening, sorting, and identifying areas requiring action by the Head of Assurance and Control. Ensure effective and timely follow up on requests for information, briefings and other actions emanating from the Team, liaising with units/teams, as appropriate. Receive visitors and telephone calls with tact and discretion, and act 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 Team by scheduling meetings and/or rescheduling owing to disruption by unforeseen events, redirect visitors and callers as necessary. Disseminate information on administrative procedures to Team members and assist staff in adhering to WHO administrative procedures. 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 Team members’ 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 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: Submit payment request to GSC and monitor payments against invoices and receipts.
• FIXED ASSETS: Act as the focal point for Asset Management at the Team level.
• HUMAN RESOURCES: Perform leave administrator function for the Team.
• INFORMATION MANAGEMENT: In close collaboration with other support staff, create and/or maintain filing systems; execute 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.
• MEETING ADMINISTRATION: Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions. Schedule team meetings, according to schedules and need; taking minutes and following up on action points to ensure timely response to the requests.
• PROCUREMENT AND TRAVEL: Raising registrations in the GSM system. Follow up on the receipts of the goods/services and enter the receipts in the system. Monitor encumbrances. 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: Secretarial/administrative training including typing and note taking

Experience

• Essential: A minimum of eight years of relevant work experience.
• Desirable: Experience in administrative support positions in WHO or another UN agency. Experience in Oracle-based or other ERP systems

Skills

• Excellent organizational and time management skills.
• Good analytical skills.
• Sound planning skills.
   

WHO Competencies

• Producing Results
• Communicating in a credible and effective way
• Knowing and managing yourself
• Respecting and Promoting individual and cultural differences
• Fostering integration and teamwork
   

Use of Language Skills

• Essential: Excellent knowledge of English
• Desirable: Working knowledge of French

Remuneration
WHO offers staff in the Professional Category an attractive remuneration package, which for the above position includes an annual net base salary starting at 348,851 Rand (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.
• 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.