Administrative Assistant (OO' Office)

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

Purpose of the Position

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<span style="font-family:Times New Roman,Times,serif;"><span style="font-size:10pt"><span style="font-size:12.0pt">As Assistant to the OO (Chief Operations Officer), the incumbent will coordinate administrative support services in the WHO Country Office and ensure the smooth running of the office of the OO. </span></span></span>

Objectives of the Programme and the immediate Strategic Objectives

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<span style="font-size:10pt;"><span style="font-family:"Courier New";"><span style="font-family:Times New Roman,Times,serif;">Country Management Support Units (CSU) have 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</span>.</span></span>

<span style="font-size:11pt"><span style="line-height:normal"><span style="text-autospace:none"><span style="font-family:Calibri,sans-serif"><b><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">Summary of Assigned Duties </span></span></b></span></span></span></span>

GENERAL

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">- Oversee and monitor the information flow of the office of the Chief Operations Officer, screening, sorting, analyzing and identifying areas requiring action by the Chief Operations Officer.</span></span></span></span></span>

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">- Ensure effective and timely follow up on requests for information, briefings and other actions, emanating from the office of the WR, liaising with units/teams, as appropriate.</span></span></span></span></span>

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">- Receive visitors and telephone calls with tact and discretion and acts according to the nature and urgency of each, including redirecting as appropriate. </span></span></span></span></span>

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">- Provide background information for appointments with official visitors and/or staff members. </span></span></span></span></span>

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">- Maintain WR’s agenda and calendar by scheduling meetings and/or rescheduling owing to disruption by unforeseen events, redirects visitors and callers as necessary.</span></span></span></span></span>

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">- Disseminate information on administrative procedures to GS staff in the team/department and assist staff of in adhering to WHO administrative procedures.</span></span></span></span></span>

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">- Monitor requests for goods and services, including receipt, payment and inventory requirements.</span></span></span></span></span>

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">- Coordinate and monitor office space requirements in liaison with relevant units as required.</span></span></span></span></span>

CORRESPONDENCE

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">-  Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance.</span></span></span></span></span>

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">- 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.</span></span></span></span></span>

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">- 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.</span></span></span></span></span>

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">- 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.</span></span></span></span></span>

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">- 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.</span></span></span></span></span>

HUMAN RESOURCES

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">- Monitor leave and attendance records, as required</span></span></span></span></span>

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">- Undertakes briefing of new staff on financial and administrative matters</span></span></span></span></span>

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">- May be called to replace the HR assistant when he is on leave</span></span></span></span></span>

INFORMATION MANAGEMENT

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">- 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.</span></span></span></span></span>

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">- Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.</span></span></span></span></span>

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">- Coordinate compilation of technical documents requested of and provided by professional staff, to ensure they are logically compiled, formatted and assembled to facilitate the work of the Operations Officer.</span></span></span></span></span>

MEETING ADMINISTRATION

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">- 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.</span></span></span></span></span>

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">- Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions.</span></span></span></span></span>

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">- 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 WHO and preparation of minutes.</span></span></span></span></span>

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">- 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.</span></span></span></span></span>

TRAVEL

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">- 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.</span></span></span></span></span><span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""> </span></span></span>

OTHER DUTIES

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">- Perform other related duties as required or instructed, including providing support to other areas of work.</span></span></span></span></span>

Competencies

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span class="xc" style="font-family:"Times New Roman",serif"><b><span style="font-family:"Courier New""><span style="color:#333399">*</span></span></b></span><span class="xc" style="font-family:"Times New Roman",serif"><b><span style="font-size:11.0pt"><span style="color:#333399">1</span></span></b></span><span class="xc" style="font-family:"Times New Roman",serif"><b><span style="font-family:"Courier New""><span style="color:#333399">.</span></span></b></span> <span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">Knowing and managing yourself</span></span></span></span></span>

*2. Producing results

*3. Fosters integration and teamwork

4. Moving forward in a changing environment

Functional Knowledge and Skills:

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<span style="font-size:10pt"><span style="text-justify:inter-ideograph"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">The incumbent maintains and updates proficiency in the use of modern office technology through of 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.</span></span></span></span></span>

Educational Qualifications

Essential:

Completion of secondary education or equivalent technical training or commercial education with specialization in secretarial studies or office administration.

Desirable:

Diploma in Secretarial Studies or Office Administration or Business Administration, or related fields from a recognized institution. Training in secretarial Studies and/or office administration.

Experience

Essential:- At least eight (8) years of progressive working experience in executive assistant and secretarial role with international organizations. Desirable:- Experience with UN or other international or multi-national organizations . Experience working as an executive assistant in WHO/UN.

Languages

English

Expert Knowledge of Englsih is required

Other considerations

Skills in MS Office applications (Word, Excel, Power Point)

Note: Women are strongly encouraged to apply.