Administrative Assistant/SMO (SSA) at G6
Provide comprehensive administrative support to the Senior Management Office in Uganda
This opening expired 4 years ago.
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Overview
Provide comprehensive administrative support to the Senior Management Office in Uganda
You have:
- Completion of secondary school followed by Administrative training and/or Management
- At least five (5) years of experience in a recognized public or private institution
- Fluency in English
- Working knowledge of French would be an added advantage
- Experience in administrative support positions within WHO or another UN agency is an asset
- Training in Oracle-based systems or another ERP-like system is an asset
- Proven skills in drafting and editing required
Contract
This is a No grade contract. More about No grade contracts.
Purpose of the position
<pre style="text-align:justify">
<span style="font-size:10pt"><span style="font-family:"Courier New""><span lang="EN" style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">To Provide administrative support to the Senior Management Office (SMO) Cluster of the Uganda Country Office (WCO) Team Programs, under the overall guidance of the WHO Representative.</span></span></span></span>
Objectives of the programme
The Country Team is responsible for promoting technical cooperation, stimulating interest and coordination assistance for health development based on regional strategies and WHO guidelines. It is responsible for contributing to the collection, analysis and dissemination of health information
The incumbent will work under the overall guidance of the Programme Management Officers and immediate supervision of the Administrative Assistant/Senior Management Officers and s/he will have the following responsibilities in her/his assigned area of work:
- Provide administrative support to all the SMO Cluster Officers.
- Initiate correspondence projects on the orientation of Program Managers; finalize them in accordance with WHO and departmental styles and check language, grammar, and accuracy before submission for approval and signature.
- Organize the administrative preparation of internal and external meetings, including the preparation of letters of invitation, cost estimates and travel requests; assist in the preparation of documents; sending materials and liaising with participants and others involved.
- Analyze correspondence and requests received, highlight incoming documents, and attach background information and identify areas requiring action by Program Managers, drawing attention to important issues. Schedule meetings of Program Administrators, according to schedules and needs; take minutes of meetings and follow up on issues requiring action to ensure prompt response to WHO requests.
- Obtain information documents for meetings, seminars, workshops, etc. which program administrators take part in, verify their availability, and ensure that they have the appropriate information files and documents.
- Ensure that technical reports and documents conform to WHO standards, rules, practices, procedures and editing style and correct them as necessary prior to submission to the Representative's signature.
- Use appropriate monitoring tools, monitor, and ensure deadlines and deadlines are met, and correspondence and requests are analyzed and processed as soon as possible.
- Make airline and hotel reservations, prepare travel records, and handle other related matters upon request.
- Collaborate and interact with other Programme Assistants in the other Clusters to support cross cutting functions/which is of cross cutting in nature.
- Perform other related duties as required or directed, including support to the administration and the Representative's Office.
Educational Qualifications
- Essential:-
Completion of secondary school followed by Administrative training and /or Management
- Desirable:- Training in UN systems is an advantage. Proven skills in drafting and editing required.
- Experience
- Essential:-
- At least five (5) years of experience in a recognized public or private institution
- Desirable:-
- Experience in administrative support positions within WHO or another UN agency is an asset. Experience in Oracle-based systems or another ERP-like system is an asset.
Languages
Essential: - Fluency in English.
Desirable – Working knowledge of French would be an added advantage.
Other Considerations (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.)
Work requires the use of word processing or other packages, 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.
Work requires the use of: word processing facilitates to create, edit, format and print correspondences and documents, spreadsheet and visual presentation, software; e-mail and scheduling software to improve communications both internally and externally; Oracle/GSM for administrative matters. both internally and externally; Oracle/GSM for administrative matters.
Potential interview questions
| Can you describe a time when you had to organize a complex meeting with many participants, and how you ensured everything went smoothly? | This question assesses your organizational and planning skills, as well as your ability to manage multiple tasks simultaneously. | Detail your process for planning the meeting, including communication strategies and follow-up actions. |
| What methods do you use to prioritize your tasks when dealing with multiple requests from various program managers? | The interviewer wants to understand your prioritization skills and how you handle pressure. | Pro members can see the explanation. |
| Tell me about a situation where you had to adapt to sudden changes in project requirements or deadlines. How did you respond? | Pro members can see the explanation. | Pro members can see the explanation. |
| Describe your experience working with different software tools for administrative tasks. Which ones do you prefer and why? | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you ensure confidentiality and professionalism in your communications with stakeholders? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 4 years ago
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Updated 1 year ago
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Source:
who.int
