Administrative Assistant at World Health Organization

Job Posting

: Aug 23, 2022, 4:09:36 PM

Closing Date

: Sep 6, 2022, 11:59:00 PM

Primary Location

: Malawi-Lilongwe

Organization

: AF_MWI Malawi

Schedule

: Full-time  

Background

The country team is responsible for promoting technical cooperation, stimulating interest and coordinating assistance for health development based on global and regional strategies and WHO guidelines. It is also responsible for contributing to the collection, analysis and dissemination of health information.

Overall Objective

The incumbent performs functions related to Program support in the Global Management System (GSM) environment. The incumbent works on the basis of general instructions, from his/her own experience, according to the policies, procedures, rules and regulations of the Organization, ensures the proper functioning in the team or department. The incumbent is invited to seek advice on unusual matters. Most of the work is checked for accuracy and relevance by the incumbent and by the COVID-19 Roll Out Officer and Operations Officer on an ad hoc basis for the achievement of results and quality in general; correspondence is referred to the COVID-19 Roll Out Officer as needful, before submission to the Representative.

Tasks and Responsibilities

Under the supervision of the COVID-19 Roll Out Officer as the primary supervisor, and World Health Organization Operations Officer the incumbent will:

Objective of the assignment

The main objectives of the assignment are to:

1. Initiate correspondence projects on the orientation of Program Managers; finalize them in accordance with WHO and departmental styles and check language, grammar and accuracy before submission for approval and signature;
2. Organize the administrative preparation of internal and external meetings, including the  preparation of business plans in GSM / Oracle, letters of invitation, cost estimates and travel requests; assist in the preparation of documents; sending materials and liaising with participants and others involved;
3.  Analyze correspondence and requests received, highlight incoming documents and attach background information and identify areas requiring action by Program Managers, drawing attention to important issues. Schedule meetings of Program Administrators, according to schedules and needs; take minutes of meetings and follow up on issues requiring action to ensure prompt response to WHO requests;
4. Obtain information documents for meetings, seminars, workshops, etc. which Program Administrators take part in, verify their availability and ensure that they have the appropriate information files and documents;
5. Ensure that technical reports and documents conform to WHO standards, rules, practices, procedures and editing style and correct them as necessary prior to submission to the Representative’s signature.
6. Use appropriate monitoring tools, monitor and ensure deadlines and deadlines are met, and correspondence and requests are analyzed and processed as soon as possible;
7. Use GSM to prepare requests for official travel by Program Administrators. Make airline and hotel reservations, prepare travel records and handle other related matters upon request;
8. Perform other related duties as required or directed, including support to the Administration and the Representative’s Office.

Required Profile  

WHO Competencies

1. Communicating Credibly and Effectively
2. Fostering integration and teamwork
3. Producing results
4. Moving forward in a changing environment
5. Manage resources effectively

Functional Skills and Knowledge (Describe skills and knowledge specific to the post): 

The incumbent will demonstrate mastery; actualize his knowledge in the use of modern office technology through internal courses, on the job or self-training. He / she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in Country Office, organic group and WHO, to be able to brief and explain procedures to other members of staff.

Qualifications

Essential:   Completion of secondary school followed by Administrative training

Desirable: Training in Administration.

Experience

Essential: 5 – 7 years of experience in a recognized public or private institution

Desirable:   Experience in administrative support positions within WHO or another UN agency is an asset. Experience in Oracle-based systems or another ERP-like system is an asset

Use of Language skills:

Fluency in English, Chichewa or any other local language

Other Skills (e.g. IT): Computer literacy with sound knowledge of access software.

Period of assignment:

01 September 2022 – 28 February 2023