Admin Assistant
Grade: G4
Contractual Arrangement: Fixed-term appointment
Contract Duration (Years, Months, Days): 2 years ( subject to availability of funds, satisfactory performance and continuing need for the position)
IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device's system settings.
OBJECTIVES OF THE PROGRAMME
Facility Management Services(FMS) unit provides high quality specialized services for the RO regarding theoperation and maintenance of the facility management and in-house & external meetings facilities, audiovisual equipment, photocopiers, security systems, access control and attendance records. FMS unit ensures thatthe buildings, technical installations, and grounds are kept in good workingorder. It also coordinates renovations, transformations and construction onWHO/EMRO premises.
DESCRIPTION OF DUTIES
Under the direct supervision of the NPO/ FMS, and the overall guidance of OSS, the incumbent will perform the following tasks:
1. Receive, screen and process correspondence and requests, and follow up on implementation of all administrative actions, ensuring adherence to deadlines and timely response to correspondence and queries.
2. Type, ensuring correctness of language as well as format, and in accordance with WHO Style Guide, correspondence, reports, documents and presentations upon written/verbal instructions, and independently compose correspondence of purely routine administrative nature.
3. Assist in processing the transactions in GSM, including procurement of goods & services; completing necessary forms, submit the relevant documentation for approval, and follow up with the concerned parties on the receipt of deliverables and finalization of payments.
4. Follow-up on the continuityof the maintenance contracts related to FMS’s activities, and report the expiry date of them, and coordinate in a proper time the renwing of them.
5. Update on monthly bases the monitoring sheet of the issued PO’s to ensure that all the expenditures and balances are matching with workplan.
6. Update and maintain unit filing system (paper based, electronic and database).
7. Assist in the administrative and logistics preparations and activities for the Regional Committee,
8. Make necessary arrangements regarding duty travel of staff in the unit, submit travel requests (TRs) in the Global Management System (GSM), arrange for flight and hotel reservations and deal with other related matters.
9. Act as unit’s Leave Administrator, by monitoring the attendance and leaves of unit’s staff through the absence dashboard, verify leaves against attendance system, follow up with the staff to ensure confirmation of leaves and confirm their attendance and calculate their over time and compensatory days.
10. Follow-up with the staff members on timely submission of their PMDS along the year to ensure the submission on time and to avoide non-compliant.
11. Assist and replace administrative staff in the unit, and perform the relevant duties within their scope of responsibilities as required.
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary education supplemented by secretarial training.
Desirable: University degree in business administration, social sciences of related field is an asset
Experience
Essential: At least three years of relevant secretarial/ administrative experience.
Desirable: Related experience in UN or international organization.
Skills
- Typing in English at the standard speed established by the Organization.
-Good knowledge of WHO rules, manuals, practices/procedures and routine.
-Good filing and organizational skills..
- Ability to maintain good working relationships with national and international staff.
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