Administrative Assistant

To ensure that effective WHO country presence is established to implement WHO country cooperation strategies that are aligned with Member State’s health and development agendas, and harmonized with the United Nations country teams.

DESCRIPTION OF DUTIES

• Compose, draft, and prepare on own initiative or from instructions a wide variety of correspondence, financial documents, payment instructions, signatory letters for signature.
• Extract data from a wide range of sources; to prepare and consolidate related briefings, progress reports and spreadsheets. Provide basic translation assistance from and to local language.
• Responsible for asset management in WCO by ensuring regular update of asset register and coordinating collation of related data from field office.
• Serve as focal point for managing service providers for WCO including shared cost for UN agencies by ensuring contracts are issued and renewed on a timely basis, complete the supplier evaluation forms and timely payments.
• Serve as focal point for building services which includes building maintenance.
• Verify booked itineraries and issued Travel Requests (TRs) to ensure compliance with travel policy, relevant entitlements, applicable deals, and best travel practices.
• Verify travel agent’s invoices for payment against agreement and applicable airline deals, and initiate related payment instructions.
• Liaise with GSC issuance and closures of travel related purchase orders, monitor and record receipt of PTC related deliverables, and follow-up on payments as needed.
• Ensure effective and timely action and follow-up on issuance, extension and renewal of UNLPs and UNFCs.
• Process and follow-up requests for visa for WHO travellers.
• Respond to queries by providing information, advice, and guidance on rules and regulations related to travel area.
• Replace other administrative staff, and perform other relevant duties within their scope of responsibility, as required.

REQUIRED QUALIFICATIONS

Education

• Essential: Completion of secondary education supplemented by training in administration and/or travel related resources.
• Desirable: University degree in public or business administration or related field.

Experience

• Essential: At least eight years of relevant experience in travel industry or administrative field.
• Desirable: Relevant experience in the UN system.

Skills

• Ability to work under pressure• Demonstrated ability to act independently and exercise sound judgment

Use of Language Skills

• Essential: Intermediate knowledge of English. Intermediate knowledge of Arabic.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2404973