The World Health Organization serves as the directing and coordinating authority for public health within the United Nations system. WHO seeks to promote health, ensure everyone can attain the highest level of health, keep the world safe and serve the vulnerable through partnerships, people and countries.
Under the direct supervision of BTS Manager, and the overall guidance of the Director of Business Operations Services , the Assistant is a team member in the unit. Work is assigned by the supervisor who gives instructions on non-routine matters. Routine tasks are performed independently with some discretion in non-routine matters related to office procedures only. Established procedural and office guidelines are available, but where guidelines are incomplete, limited interpretation may be required to select a course of action on approach to work.
Under the direct supervision of BTS Manager (please complete with the function of the supervisor) the national UN Volunteer will undertake the following tasks:
• Provide full administrative support including drafting in line with WHO style guide, reviewing and dispatching of correspondence, reports, documents, etc., independently compose and finalize correspondence of administrative nature and draft interim replies, draft presentations as guided by professional staff.
• Receive, screen and log all incoming correspondence, search for information and attach background, provide unofficial translation, if needed, take minutes of unit meetings, update and maintain unit filing system(paper based, electronic and database).
• Follow up on the implementation of programme activities and ensure timely submission of unit’s contributions; respond to and act on telephone enquiries, assess the urgency of programme matters and refer them to appropriate staff for action, inform and remind professional staff in the unit of deadlines, provide supporting material as appropriate.
• Organize the travel of the Regional Adviser 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.
• Provide full administrative support to the unit’s inter-country meetings, draft rationale and plan (including approximate costs) for meetings, compile and process all necessary documentation, liaise with participants, issue TRs, effect payments for participants, follow up on travel claims and complete logistical and financial arrangements.
• Using GSM, carry out the function of project administrator; entering unit workplans, monitoring availability of funds and financial expenditures according to the approved workplan, initiating expenditure batches, and liaising and coordinating with country offices on the implementation of the workplan related to the concerned programme.
• Initiate and process different transactions in GSM, including procurement of goods &services; completing necessary forms, obtaining approvals for APWs and submitting documentation to the Administrative Assistant, and following up with concerned parties on the receipt of deliverables and finalization of payments.
• Update the unit’s webpages linked to the programmatic areas;
• Perform Leave administration role and monitor duty travels, leave plans and compensatory leaves to ensure proper compliance and all unit staff leaves are all properly recorded in GSM;
• Assist/replace administrative staff in the Department, and perform other relevant duties within their scope of responsibility as required.
Results/Expected Output:
• Follow up on daily work, clearance of administrative procedures, documents and correspondence within the unit.
• Coordination and follow up as appropriate within the Organization.
• Respond to routine queries, follow up on correspondence on pending matters within Organization outside duty station.
• Follow up on correspondence on pending matters from outside the Organization.
• A final statement of achievements towards volunteerism for development during the assignment, such as reporting on