Administrative Assistant

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Description

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OBJECTIVES OF THE PROGRAMME

Design, implement, manage and train on computer-based applications including health information systems, database management, health on the internet, at the Regional Office, Country Offices and Member States including human resources development, provision of ICT infrastructure, needs assessment, networking and resource sharing and application management andengineering;2) Coordinate the design, development and formulation of policies and work of the Regional Office for application of Information Technology in health care delivery;3) Advise, as principal adviser, the senior management on locoregional strategy;4) Design and implement policies and plans of action for improving the technology infrastructure and usage in the Regional Office and Country Offices.

DESCRIPTION OF DUTIES

• Overview department mailbox, screen all incoming correspondence, refer them to the appropriate staff for action and ensure requests are attended to or finalized, prepare background documents for Team lead review; Initiate and review in WHO ERP system purchase orders for Goods and Services, through the different contractual modalities of WHO, ensure adherence to WHO rules and procedures; follow up with concerned parties, for the issuance of the POs, shipping, customs clearance, receipt of deliverables, storage, installation and finalization of payments; maintain a systematic tracking and follow-up system for the unit’s commitments.
• Oversee the management of three-part system; proper implementation of financial procedures and internal controls according to WHO ERP system instructions and WHO rules, verify calculations, supporting invoices and payment authorizations, extract from ERP, compile and review a wide variety of regular and ad hoc financial and other project management reports. Act as focal point for HR issues; coordinate with HR/EMRO establishment of new positions, initiate staffing actions for all staff (appointments, extensions, separations, etc.) and on-staff contracts (including issuance and renewal of SSAs); initiate recruitment actions for General service staff and Special service agreements, draft post descriptions, screen applications and recommend short list of potential candidates; arrange for interview panels, act as leave Administration ERP system and monitor staff leaves.
• Attend meetings with sub-unit heads. related to procurement, security, and other administrative issues, as required and follow-up on recommendations. Guide and brief all staff and non staff on WHO rules and procedures; provide on the job training for administrative support staff. Draft correspondence of administrative nature and justifications as required on general administrative or specialized tasks within the assigned area of responsibility, ensure follow-up, verify information and obtain additional information on IT related matters.
• Using ERP system, carry out the function of project administrator; entering unit workplans, monitoring availability of funds and financial expenditures according to the approved work plan and initiating expenditure batches. Organize the travel of the Regional IT Manager and unit staff, including raising travel requests (TRs) in the General Management System (GSM), security clearance, finalizing travel itineraries and hotel bookings etc., and following up and maintaining records on the submission of duty travel reports.

REQUIRED QUALIFICATIONS

Education

• Essential: Completion of secondary education supplemented by experience or training in finance/accounting or Procurement and administration.
• Desirable: University degree in business administration, social sciences or related field is an asset.

Experience

• Essential: At least eight years progressive experience in the area of administration, including experience in HR and/procurement and/or budget and finance positions.
• Desirable: Relevant experience in the UN system.

Use of Language Skills

• Essential: Expert knowledge of English. Expert knowledge of Arabic.
• Desirable: Intermediate knowledge of French.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2407274

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