Programme Assistant

Volunteering Admin Logistics & Procurement Programme & Policy

Overview

Provide administrative support to the Zambia WHO Country Office Programmes Team.

You have:

• Demonstrated experience in administrative support roles within the World Health Organization (WHO) or other UN agencies is an added advantage.
• Experience in Oracle-based systems or other Enterprise Resource Planning (ERP) systems.
• Proficiency in the use of the Microsoft Office Suite (Word, Excel, PowerPoint, etc.), as well as other word processing software and standard office equipment.
• Excellent oral and written communication skills, with strong drafting, reporting, and document formulation abilities.
• High level of accuracy and professionalism in document preparation, production, and editing.
• Strong interpersonal skills, with cultural and social sensitivity; ability to work inclusively and collaboratively with diverse stakeholders, including grassroots communities, religious and youth organizations, and authorities at various levels.
• Familiarity with communication for development (C4D) tools and approaches.
• Proven ability to work effectively and adapt professionally in challenging environments, including functioning efficiently within multicultural teams.

Contract

This is a UNV contract. More about UNV contracts.

The Zambia World Health Organization (WHO) Country Team is responsible for promoting technical cooperation, stimulating interest and coordinating assistance for health development based on global and regional strategies and WHO guidelines. It is also responsible for contributing to the collection, analysis and dissemination of health information. The Programme Assistant will provide administrative support to the cluster of the Zambia WHO Country Office (WCO) Programmes Team.

Under the general supervision of the Cluster Team Leader and overall guidance of the World Health Organization (WHO) Country Representative (WR), his/her responsibilities include:

• Draft and initiate correspondence based on guidance from Programme Managers, ensuring all outputs are finalized in accordance with WHO and departmental standards, with careful review of language, grammar, and accuracy prior to submission for approval and signature; • Coordinate the administrative preparation of internal and external meetings, including developing business plans in GSM/Oracle, preparing invitation letters, cost estimates, and travel requests; support document preparation, distribute materials, and liaise with participants and stakeholders; • Review and analyze incoming correspondence and requests, identifying priority issues and areas requiring action by Programme Managers; attach relevant background information, highlight critical matters, schedule meetings as needed, record minutes, and follow up on action points to ensure timely responses; • Facilitate preparation for meetings, seminars, and workshops by sourcing and verifying the availability of relevant documents, ensuring Programme Managers are adequately equipped with accurate and complete information; • Ensure technical reports and documents comply with WHO standards, rules, procedures, and editorial guidelines, making necessary revisions prior to submission for the WHO Representative’s approval and signature; • Support efficient programme delivery by utilizing appropriate monitoring tools to track tasks and deadlines, ensuring timely processing of correspondence and prompt handling of requests; • Use GSM to process official travel requests for Programme Managers, including arranging flights and accommodation, preparing travel documentation, and managing related administrative requirements; • Provide administrative support to the WHO Representative’s Office when required; • Perform any other duties as assigned within the scope of responsibilities.

• Teamwork • Respect for diversity • Communication

• Demonstrated experience in administrative support roles within the World Health Organization (WHO ) or other UN agencies is an added advantage; • Experience in Oracle-based systems or other Enterprise Resource Planning (ERP) systems; • Proficiency in the use of the Microsoft Office Suite (Word, Excel, PowerPoint, etc.), as well as other word processing software and standard office equipment; • Formal or self-directed training in standard office software; training in Oracle-based or other ERP systems is an asset; • Excellent oral and written communication skills, with strong drafting, reporting, and document formulation abilities; • High level of accuracy and professionalism in document preparation, production, and editing; • Strong interpersonal skills, with cultural and social sensitivity; ability to work inclusively and collaboratively with diverse stakeholders, including grassroots communities, religious and youth organizations, and authorities at various levels; • Familiarity with communication for development (C4D) tools and approaches; • Proven ability to work effectively and adapt professionally in challenging environments, including functioning efficiently within multicultural teams.

Zambia is a land-linked, resource-rich country with sparsely populated land in the centre of Southern Africa. It shares its border with eight countries (Angola, Botswana, Democratic Republic of Congo, Malawi, Mozambique, Namibia, Tanzania, and Zimbabwe) that serve as an expanded market for its goods.

Lusaka is the capital of the Republic of Zambia. The climate is sunny and temperate, but it can be very cold during few months, with freezing temperature at times especially during the night. It is therefore advisable to bring warm clothing and foresee using heaters and other heating options when necessary. As the commercial and cultural centre of Zambia, Lusaka has seen rapid development in recent decades, with reasonable transportation connections and widely spoken English making the city highly attractive to vacationers and experts alike. Unemployment and poverty are issues in the city, and beyond. Key industries for the region and Zambia as a whole, include mining, agriculture, and tourism. Like most Southern African cities, life in Lusaka will require some adjustments for a person moving from outside the region, but the potential rewards and opportunities for experiences are well worth the effort.

Lusaka hosts several international organization and embassies/diplomatic missions, therefore there is a very large community of expatriates from around the world. Housing is most of the time readily available and of good standard options are available. Most foodstuffs, beverages, household goods, furniture, and clothing, mostly imported from South Africa, Europe, and China while some ranges of local brands are available at a competitive price to imports. Meat, fish, fresh fruits, and vegetables are reasonably priced and abundantly available.

The basic infrastructures roads, utilities, and telecommunications are of reasonable standard, although the city experiences power outages from time to time. Medical facilities are still largely inadequate, although several private clinics and hospitals provide reasonably good routine care. Several restaurants around the city serve local or international cuisine and there are numerous social and sports facilities (fitness, tennis, swimming, riding, golf, etc.) in the major hotels or in different establishments around the city. There are no major or special security concerns within Lusaka city limits. For more information, please visit http://zambiatourism.com.

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Potential interview questions

Added 1 month ago - Updated 1 month ago - Source: unv.org