Administrative Assistant (Programme Management)

OBJECTIVES OF THE PROGRAMME

The Management Office at Cluster level has been established in the organisational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.

DESCRIPTION OF DUTIES

General- Oversee and monitor the information flow of the office of the Programme Administrative Officer, screening, sorting, and identifying areas requiring action by the Programme Administrative Officer.- 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 the agenda and calendar of the Programme Administrative Officer by scheduling meetings and/or rescheduling owing to disruption by unforeseen events, redirects visitors and callers as necessary.- Disseminate information on administrative procedures to GS staff in the team/department 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 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 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- Prepare requests to Programme Administrative Officer for Award creation and distributions, supplier creation, PO closure, certified financial statements FIXED ASSETS-Acts as the focal point for Asset Management at the cluster level.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 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.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 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.

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Knowing and managing yourself
Producing results

Use of Language Skills

Essential\: Intermediate knowledge of English. Expert knowledge of French.
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 12,774,000 (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.

• 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.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.