Administrative Associate - WHO Representative's Office
Application deadline in 3 days: Tuesday 7 Feb 2023 at 00:00 UTCOpen application form
This is a UNV International Specialist contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Specialist contracts.
WHO’s mission is defined by the Thirteenth General Programme of Work (GPW 13) and follows the aim of promoting health, keeping the world safe, and serving the vulnerable as linked to Triple Billion targets: (i) One billion more people to benefit from universal health coverage ; (ii) One billion more people better protected from health emergencies and (iii) One billion more people enjoying better health and wellbeing.
Under the direct supervision of the WHO Country Representative, the UN Volunteer will undertake the following tasks:
1-Collect and prepare briefing materials and talking points for (WHO Representative's) WR’s meetings and engagement with donors, Federal Government of Somalia, UN Country Teams and key partners , including the preparation/ collection and filing of background documents/materials and presentations, for these meetings as required.
2-Maintain and keep it up-to-date the event calendar of WHO Representative’s office highlighting key events, missions, high-level visits and other ceremonies necessitating the engagement of WHO Representative and Head of Mission
3-Arrange and schedule all internal meetings and videoconferences, including gathering necessary background documents and supporting the logistics arrangements of the meetings.
4-Extend support for the external missions and high-level visits involving WHO Regional Office and WHO headquarters by working closely with the EXR & COMS and other relevant sections/units of the WRO.
5-Conduct desk review, compile required data/information and reports for WR’s participation in these missions and high-level visits including preparing presentations on behalf of WRO as and when required. 6-Design and implement filing and archiving systems for proper documentation , ensure that filing systems are maintained on line and ensure security, integrity, and confidentiality of data and information. 7-Prepare and issue minutes of staff meetings as well as other internal WHO meetings attended by the WR when needed. 8-Prepare “Read Out” of meetings attended by WHO Representative with external partners, donors and Federal Government entities 9-Develop a mechanism for effective follow up on the implementation of major decisions and commitments taken by the WRO for staff welfare, promoting the work of WHO in Somalia as well as donor, UN and partner engagement
10-Provide back-up administrative support for the other WRO team members as needed 11-Use of independent judgement and discretion as it relates to responsibilities detailed above.
•Excellent written and verbal communication skills •Time-management skills •Excellent office management skills and attention to detail with a strong deadline orientation. •Demonstrated ability to work in a fast-paced environment and adapt to time-sensitive, changing schedules, priorities, and circumstances in real time. •Good understanding of frequently used computer software and programs, such as Microsoft Office •Excellent interpersonal skills •Professionalism •Respect for Diversity •Self-Management •Working in Teams
project management at the national or international level. Demonstrated ability to develop written outputs such as reports, articles, news releases, minutes, web stories and presentation supports Experience as Executive Assistant or Office Assistant/Manager is an asset.
Somalia is a unique country with complex (humanitarian) operation due to prolong conflicts, political instability and recurrent natural disasters. It provides for an interesting and enriching environment, but also requires a higher level of cultural awareness, as well as more stamina and commitment than elsewhere to make life comfortable and affordable.
Therefore, flexibility and the ability and willingness to live and work in harsh and potentially hazardous conditions, involving physical hardship and little comfort, are essential.
Mogadishu is the HQ of the Movement Control operation inside Somalia mission area and is a non-family duty station. The UN Volunteer will be subject to the overall direction and guidance of the UN Designated Official (DO) for security. The volunteer will be incorporated into all applicable security protocols and will be required to strictly adhere to the guidelines, security plans and other directives issued by the DO. While in Somalia, the volunteer will be housed in UN provided accommodation. Accommodation: Due to the security situation in the UNSOS mission area and coupled with the fact that there is no living accommodation on the private market that meets minimum UN security and safety standards for UN personnel, expatriate personnel deployed to Mogadishu are provided secured UN accommodation in a camp style environment, paid for by the UN personnel on a monthly basis. The UN-provided accommodation is essentially equipped with minimum room furniture. The UN accommodation could be single or shared rooms with shared bath and toilet facilities. Power and water (including purified water) is provided by the UN inside the camp to its occupants. While in Mogadishu, the volunteer will be accommodated at the UNDSS cleared protected compound. The volunteer will be allocated a room with bathroom in the Compound, inclusive of all meals and internet connection. The volunteer will have duty travels to Federal Member States and will be accommodated in UNDSS cleared accommodations only. WHO has armored vehicles for use for its staff while in mission outside the AMISOM protected area in Mogadishu and also in other sub-offices, as well as an office space with internet connection within the protected compounds. The Volunteer will follow all other UNDSS rules and regulations for living and accommodation.