Administrative Assistant – (2206407)
Grade: G5
Contractual Arrangement:
Fixed-term appointment
Contract Duration
(Years, Months, Days): Two Years
Primary Location:
Kenya-Nairobi
Organization: AF/EPR
Emergency Preparedness and Response
Schedule: Full-time
IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.
OBJECTIVES OF THE
PROGRAMME
The mission of WHO’s
Emergencies Preparedness and Response (EPR) program is to support member states
to i) prepare for and prevent disease outbreaks and health emergencies, ii)
promptly detect, report, and confirm outbreaks, and iii) strengthen and sustain
their capacity to respond to and recover from the negative effects of health
emergencies.
PURPOSE OF THE POSITION
In the context of the
WHO Health Emergencies Preparedness and Response (EPR), at the hub level, the
incumbent will ensure the smooth flow of work related to administrative
activities and coordinating actions with other support staff in the team.
Duties &
Responsibilities
The ultimate mission of
the Administrative Assistant is to ensure that adequate administrative services
are provided to all WHO Hub staff. Within the Hub, the Administrative Assistant
will report to the Operations Support and Logistics Officer (1st level
supervisor) while under the overall guidance of the Regional Operations and
Logistics Support Lead, who will also be the 2nd level supervisor.
Within the framework of
the delegated authority, the incumbent is assigned all or part of the following
duties which are performed according to the needs and agenda:
Correspondence:
- Draft general or administrative correspondence on
own initiative or based on instructions.
- Finalize correspondence/reports for signature/clearance
and maintain a filing system.
- Verify that outgoing correspondence is presented
in accordance with WHO and department styles and check 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, 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.
Meeting Administration:
- Arrange, coordinate, and lead administrative
preparation for meetings, seminars, and workshops, including letters of
invitation, cost calculation, and travel requests.
- Assist with preparing documents, dispatching
materials, and liaising with participants and others involved.
- Prepare presentations using PowerPoint and other
software packages on their initiative or based on instructions.
- Schedule weekly team and ad hoc meetings according
to schedules and needs; taking and preparation 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.
- Support to staff in initiating Travel Requests
(TRs) and advising on Travel Claim (TC) submissions with orientations on
supporting documentation.
General:
- Provide background information for appointments
with official visitors and/or staff members.
- Disseminate information on administrative
procedures to GS staff in the team/department and assist staff in adhering
to WHO administrative procedures.
- Monitor requests for goods and services, including
receipt, payment, and inventory requirements.
Qualifications
Essential: Completion of secondary
school education or equivalent.
Desirable: First Degree in Finance,
Management, Business Administration, or related field from an
accredited/recognized institute. Training in secretarial tasks and/or in an
administrative field is desirable.
Experience
Essential: A minimum of five
(5) years of experience in secretarial or administrative positions.
Desirable: Relevant experience in
WHO or another UN agency an asset. Experience in Oracle-based or other ERP
systems an asset.
Skills
- Strong skills to work independently.
- Strong organizational skills complemented with the
ability to work in a proactive manner, multitask and produce results under
pressure.
- Sound knowledge and skills using a variety of
office and computer packages.
- Sound knowledge of WHO and/or UN administrative
rules, regulations, procedures, and practices.
- The ability to multitask and work under pressure.
- The ability to always exercise discretion in
judging the importance, urgency, and confidential nature of various issues
and tact when dealing with staff and external partners.
WHO Competencies
- Teamwork.
- Respecting and promoting individual and cultural
differences.
- Communication.
- Producing results.
- Knowing and managing yourself.
Use of Language Skills
- Essential: Expert knowledge of English.
- Knowledge of another UN official language would be
an asset.
REMUNERATION
WHO offers staff in the
Professional Category an attractive remuneration package, which for the above
position includes an annual net base salary starting at 1, 862,199
Shillings (subject to mandatory deductions for pension contributions and
health insurance, as applicable).
Other benefits include
30 days of annual leave, allowances for dependent family members, home leave,
and an education grant for dependent children.
How to Apply
Closing Date: Jul 27,
2022, 12:59:00 AM
ADDITIONAL INFORMATION
- This vacancy notice may be used to fill other similar
positions at the same grade level
- Only candidates under serious consideration will
be contacted.
- A written test may be used as a form of screening.
- In the event that your candidature is retained for
an interview, you will be required to provide, in advance, a scanned copy
of the degree(s)/diploma(s)/certificate(s) required for this position.
- WHO only considers higher educational
qualifications obtained from an institution accredited/recognized in the
World Higher Education Database (WHED), a list updated by the
International Association of Universities (IAU)/United Nations
Educational, Scientific and Cultural Organization (UNESCO). The list can
be accessed through the link: http://www.whed.net/. Some
professional certificates may not appear in the WHED and will require
individual review.
- Any appointment/extension of appointment is
subject to WHO Staff Regulations, Staff Rules and Manual.
- Staff members in other duty stations are
encouraged to apply.
- For information on WHO’s operations please
visit: http://www.who.int
- WHO is committed to workforce diversity?
- WHO prides itself on a workforce that adheres to
the highest ethical and professional standards and that is committed to
put the WHO Values Charter into practice.
- WHO has zero tolerance towards sexual exploitation
and abuse (SEA), sexual harassment and other types of abusive conduct
(i.e., discrimination, abuse of authority and harassment). All
members of the WHO workforce have a role to play in promoting a safe and
respectful workplace and should report to WHO any actual or suspected
cases of SEA, sexual harassment, and other types of abusive conduct. To
ensure that individuals with a substantiated history of SEA, sexual
harassment or other types of abusive conduct are not hired by the
Organization, WHO will conduct a background
- verification of final candidates.
- WHO has a smoke-free environment and does not
recruit smokers or users of any form of tobacco.
- WHO has a mobility policy which can be found at
the following link: http://www.who.int/employment/en/?
Candidates appointed to an international post with WHO are subject to
mobility and may be assigned to any activity or duty station of the
Organization throughout the world.
- Applications from women and from nationals of non
and underrepresented Member States are particularly encouraged.
- For WHO General Service staff who do not meet the
minimum educational qualifications, please see e-Manual III.4.1, para 220.