ROSTER OF ADMINISTRATIVE ASSISTANT

Contract

This is a No grade contract. More about No grade contracts.

1.Background and Justification

* Purpose of the Position

Within the Office of the WHO Representative, to provide a variety of general administrative services including, coordinating, monitoring and administering the efficient daily running of the office.

2.Job Description

* Objectives of the Programme and the immediate Strategic Objectives

Administrative Assistants (SMO) have been established in the organisational structure to provide support to the Country Representative to advance WHO leadership in a more effective and efficient support to countries.

* Organizational context (Describe the individual role of the incumbent within the team, the guidance and supervision received and training or briefing provided to others)

Under the supervision of the Operations Officer and general guidance of the WHO representative, work is performed in a typical office environment. Work is assigned by supervisor who gives instructions on non-routine matters. Routine tasks are performed independently. Work is reviewed upon completion for overall accuracy, timeliness, and attainment of objective

* Summary of Assigned Duties (Describe what the incumbent must do to achieve main objectives)

1. Provide full administrative support to the WR office.

2. Draft, review and revise correspondence, reports and documents for proper format and content in consultation with the supervisor.

3. Independently compose correspondence of administrative nature, take notes at meetings, provides informal interpretation/translation when required.

4. Prepare and process travel requests for team members using GSM, work with the travel unit to arrange for visa issuance, security clearance, flight, and hotel bookings, follows up travel related issues of national and international missions.

5. Scan, record, refer and follow up correspondence and documents, evaluate the urgency or critical nature bringing them to the attention of the responsible staff.

6. Inform and remind responsible staff of follow-up dates, response, or specific actions, supplying supporting material as appropriate.

7. Using GSM, monitor aspects of the implementation of country activities, funds for project/programme budget levels and financial expenditures, according to the approved country workplan. Initiate and process different transactions in GSM,

8. Maintain and update the filing of technical documents and correspondence (soft/hard copies and databases if applicable). Create background reference material as appropriate; access and retrieve relevant material.

9. Finalize all administrative and logistics preparations required for the organization of meetings held in the country (working groups, seminars/courses, workshops.

10. Respond to and act on telephone enquiries in a timely manner.

11. Assess the critical nature of technical issues and direct them to appropriate staff for reply, coordinate appointments for supervisor

12. Establish and maintain a proper computerized information system on MOH and UN counterparts, WHO Collaborating Centers, etc.

13. Brief colleagues on general office administrative process.

14. Perform other duties assigned by the supervisor.

Competencies : Generic

Describe the core, management and leadership competencies required - See WHO competency model - list in order of priority, commencing with the most important ones.

*1. Communicating in a credible and effective way

*2. Producing results

*3. Fosters integration and teamwork

4. Respecting and promoting individual and cultural differences

5. Knowing and managing yourself

Functional Knowledge and Skills:

*Describe the essential knowledge and the skills specific to the position.

Ability to plan, organize, coordinate and implement inputs from several sources.

Good filing and organizational skills.

Ability to maintain good working relationships with staff, experts and visitors.

Very good time management and stress management skills.

Knowledge of WHO rules, manuals, practices, procedures.