Assistant To Director

Mid Senior

Overview

Coordinate administrative support and manage office operations efficiently

You have:

• Proven experience in administrative support and coordination roles.
• Strong communication skills, both written and verbal.
• Ability to manage multiple tasks and prioritize effectively.
• Familiarity with procurement processes and tools (Oracle/GSM).
• Experience in budget management and financial monitoring.
• Excellent information management and filing skills.

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

As Assistant to Director Supply, the incumbent will coordinate administrative support in the team/department and ensure the smooth running of the office of the Director.

Working under Outcome 4.3 of GPW 13 (Improved financial, human, administrative resources management towards transparency, efficient use of resources and effective delivery of results), the Department of Supply aims to ensure high-quality, consistent and responsive supply services through a collaborative approach to procurement hence supporting an efficient delivery of WHO programmes.

The Supply Department has a responsibility for developing supply policies and processes applicable worldwide for sourcing, contracting, purchasing , shipping goods globally and for supporting the procurement of services.

The incumbent works on the basis of general instructions, own experience and precedents, following WHO or department-specific procedures and practices, rules and regulations, to ensure smooth work flow in the team/department. The incumbent is encouraged to seek guidance for unusual issues.

Most of the work is controlled for correctness and appropriateness by the incumbent. Work is reviewed on an ad hoc basis by supervisors for meeting expectations and overall quality; correspondence is signed or cleared by originator.

The incumbent is relied upon to brief colleagues on WHO and Department specific administrative procedures and practices.

GENERAL

- Oversee and monitor the information flow of the office of the Coordinator or Director, screening, sorting, analysing and identifying areas requiring action by the Coordinator or Director.

- Ensure effective and timely follow up on requests for information, briefings and other actions, emanating from the office of the Coordinator or 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 Director's agenda and calendar 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 Department and assist staff in adhering to WHO administrative procedures.

- Assist in Procurement matters for the Department by compiling the needs, preparing and submitting Registrations in the GSM and administering the Goods and Services POs in collaboration with the Responsible Officers.

- 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.

HUMAN RESOURCES

- Assist the administrative officer for the timely appointment/renewal of contracts, initiating requests for temporary and fixed term staff in the HR Action Plan.

- Monitor leave and attendance records, as required.

- Act as WIMS administrator, as required.

PROCUREMENT

- Initiate, through Oracle/GSM Procurement Requestor module, Purchase Requisitions for Services (Consultants, Agreements for Performance of Work (APW), Technical Services Agreements (TSA), and General External Services (GES) requests, etc.) or for Goods. Record receipt of deliverables, and initiate payments as per Responsible Officers’ request.

BUDGET & FINANCE

- Assist in the monitoring and progress review of projects and tasks in the GSM/Oracle work plan.

- Assist in the provision of timely budget information on project and task budget ceilings, award budgets, expenditure, and funds available, as required.

- Monitor income and expenditures for planning purposes.

- Assist in the follows-up of financial, budgetary and any outstanding issues concerning the team/department, including ensuring timely processing of committal documents.

- Assist in the preparation of financial and technical progress reports to donors.

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 Departments or Programmes or ADG 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.

TRAVEL

- 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.

Apply now

Potential interview questions

Added 5 years ago - Updated 1 year ago - Source: who.int