Purpose of the position
Provide administrative support to the program in accordance with WHO policies, procedures, rules and regulations.
Program Objectives and Immediate Strategic Objectives
The mission of the WHO Health Emergency Management Program is to assist countries and coordinate international action to prevent, prepare for, detect, and respond to outbreaks and emergencies. react to them quickly and ensure recovery.
Organizational Context (Describe the role of the individual within the team, the direction and supervision of line managers and the training or information provided to other staff)
The Administrative Assistant works in close collaboration with the other members of the administrative staff. The incumbent is expected to work with minimum supervision, in accordance with established procedures and practices, dealing with routine matters independently and referring to the supervisor for problems or unusual situations. General direction is provided by the supervisor or other personnel professional through general objectives and instructions regarding resource allocation, divisions and program needs and priorities.
Summary of assigned tasks (Describe what the incumbent must do to achieve the main objectives)
Under the supervision of the Emergency Program Administration Manager (MGA Lead) and the technical guidance of the Operations Administrator, the Administrative Assistant provides support to managers and staff members in carrying out the following tasks :
- Provide administrative and logistical assistance to the program of the Emergency Program Unit (WHE);
- Organize all internal meetings and other events of the Emergency Program Unit (WHE) in conjunction with colleagues from the country office;
- Manage the documentation of the Emergency Program Unit (WHE);
- Prepare minutes and meeting reports;
- Ensure the fluidity of information between the central level and the poles;
- Contribute to the updating of the computer system for the management of the Emergency program (WHE);
- Initiate, according to demand, the production of documentary technical supports for the Emergency Program (WHE);
- Provide administrative support to program managers in the implementation of activities;
- Organize external missions in relation with the program managers (reservation of meeting rooms and hotels, transport, etc.);
- Monitor and allocate equipment made available to the emergency program (WHE);
- Carry out any other activities requested by the supervisor within the framework of his skills.
- Communicate in a credible and effective manner
- Produce results
- Promote integration and teamwork
- Move forward in a constantly changing environment
- Know and manage each other
- Describe the essential knowledge and skills specific to the job.
- All WHO staff are required to have three skills, namely “teamwork”, “respect and promotion of individual and cultural differences”, and “communication”.
- Solid experience in organizing meetings and events
- Knowledge of ERP systems.
- Ability to identify deficiencies and anomalies, as well as to take corrective action.
- Good analytical skills; High level of discernment and spirit of initiative; Excellent writing skills
- Attention to detail.
- Essential : Completion of secondary education in general administration with practical training focused on management.
- Desirable: - A university degree in management is an asset.
- Essential : - At least 5 to 7 years of experience involving progressively greater responsibilities in administrative management.
- Experiences of projects financed by donors
- Desirable : - Experience in an agency of the United Nations system or in an international or multinational organization would be an advantage
- Excellent knowledge of the French language and a good knowledge of English.