Admin
Assistant Job Vacancy at World Health Organization (WHO) | Deadline: 9th
October, 2018
Admin Assistant Job Opportunity
at World Health Organization (WHO) | Deadline: 9th October, 2018
Job Description – Admin Assistant
(1804519)
Admin Assistant – (1804519)
Grade: G6
Contractual Arrangement:
Fixed-term appointment
Contract duration: 1 year
Job Posting: Sep 18, 2018,
12:04:03 PM
Closing Date: Oct 9, 2018,
12:59:00 AM
Primary Location: Tanzania,
United Republic of-Dar-es-Salaam
Organization: AF_TZA Tanzania
IMPORTANT
NOTICE: Please note that the deadline for receipt of applications indicated
above reflects your personal device’s system settings.
OBJECTIVES
OF THE PROGRAMME
Country
Management Support Unites (CSUs) have been established in the organizational
structure to provide support for Managers and staff to fully assume their
responsibilities in the GSM environment and to ensure compliance with
organization policies, procedures, rules and regulations on all administrative
and financial matters and transactions in the context of an Enterprise Resource
Planning (ERP) system.
DESCRIPTION
OF DUTIES
GENERAL-Oversee
and monitor the information flow of the office of the WHE Cluster, screening,
sorting, analyzing and identifying areas requiring action by WHE Cluster.-
Ensure effective and timely follow up on request for information, briefings and
other actions, emanating from the office of the WHE Cluster, liaising with
units/teams, as appropriate.- Receive visitors and telephone calls with tact
and discretion, and acts according to the nature and urgency of each, including
redirecting as appropriate.- Provide background information for appointments
with official visitors and/or staff members.Maintain WHE Cluster’s agenda and
calendar by scheduling meetings and/or rescheduling owing to disruption by
unforeseen events, redirects visitors and callers as necessary.
CORRESPONDENCE–
Draft general or administrative correspondence on own initiative or on the
basis of instructions, finalize correspondence/reports for signature/clearance-
Verify that outgoing correspondence is presented in accordance with WHO and
department styles and checking 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 andattach 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 procedure, 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, workshops, including preparing event plans in GSM/Oracle,
letters of invitation, cost estimates and travel request; assisting with
preparation of documents; dispatching of materials and liaising with
participants and others involved.- Prepare presentations using PowerPoint and
other software packages on own initiative or on the basis of instructions.-
Schedule team/departmental meetings, according to schedules and need; taking
minutes and following up on action points to ensure timely response to the
requests of the WHO and preparation of 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/FINANCE-
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.- Maintains financial record and
financial transaction relating in WHE programme in the GSM environment.- Assist
in generating reports from the GSM; also prepares recurring reports as
scheduled and special reports as required to facilitate financial analysis.-
Initiate and responds to queries and correspondence on accounts and financial
transaction as required.
OTHER
DUTIES– Perform other related duties as required or instructed, including
providing support to other areas of work.
REQUIRED
QUALIFICATIONS
Education
Essential:
Completion of secondary school education or equivalent technical or commercial
education
Desirable:
Training in secretarial task and/or in an administrative field is desirable.
Experience
Essential:
8years
of relevant experience
Desirable:
Experience
in administrative support position in WHO or another UN Agency is an asset.
Experience on Oracle-based or other ERP systems is an asset.
Skills
The
Incumbent maintains and updates proficiency in the use of modern office
technology through in-house courses, on-the-job training of self-training.
He/she
keeps abreast of changes in procedures and practices, rules and regulations,
organizational structure, in the department, the cluster and WHO, to be able to
brief others and explain procedures.
WHO
Competencies
Teamwork
Respecting
and promoting individual and cultural differences
Communication
Use
of Language Skills
Essential:
Expert knowledge of English. Expert knowledge of Swahili.
REMUNERATION
WHO
offers staff in the General Services category an attractive remuneration
package, which for the above position includes an annual net base salary
starting at TZS 44,836,000 (subject to mandatory deductions for pension
contributions and health insurance, as applicable) and 30 days of annual leave.
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.
For
information on WHO’s operations please visit: http://www.who.int.
WHO
is committed to workforce diversity.
WHO
has a smoke-free environment and does not recruit smokers or users of any form
of tobacco.
This
post is subject to local recruitment and will be filled by persons recruited in
the local commuting area of the duty station.