Administrative Assistant

Organizational Context

The World Health Organization (WHO) is the United Nations' directing and coordinating authority for public health, dedicated to promoting health, ensuring global safety, and serving vulnerable populations. The organization is implementing Meeting and Travel Services (MTS) to enhance efficiency in meeting coordination, travel arrangements, and expense management. The MTS Business Support Team ensures the smooth daily operation of these services, provides user support, and drives process improvements.

Job Purpose

This assignment provides crucial operational and functional support to the Meeting and Travel Services (MTS) within WHO. The role focuses on ensuring the efficient utilization of MTS systems and adherence to organizational policies and procedures. Key contributions include timely identification and resolution of operational and technical issues, streamlining administrative processes, and supporting the overall effectiveness of the MTS Business Support Team. The incumbent will play a vital role in maintaining seamless meeting coordination, travel arrangements, and expense management, contributing to WHO's public health mission.

Responsibilities

The incumbent will provide comprehensive administrative, operational, and coordination support to ensure the smooth functioning of the team's activities. Key duties include managing visitor reception and telephone inquiries, processing requests for goods and services, and tracking inventory. Responsibilities also encompass drafting, reviewing, and finalizing correspondence and reports, ensuring compliance with WHO standards. The role involves supporting human resources processes, managing procurement activities through WHO systems, and monitoring contracts. Additionally, the incumbent will assist in budget and financial monitoring, maintain information management systems, and support meeting administration, including logistics and documentation. Travel arrangements management and general administrative support, including covering for other staff when needed, are also integral to this position.

Work Experience

A minimum of five years of experience in secretarial or administrative positions is required with secondary education. Alternatively, three years of relevant experience is needed with a bachelor's degree. Experience with UN system procedures, WHO or other UN agencies, and Enterprise Resource Planning (ERP) systems is desirable. Strong organizational, office, and computer skills, along with the ability to multitask and work under pressure, are essential.

Skills

Essential skills include professionalism, integrity, teamwork, and respect for diversity. The candidate must demonstrate commitment to continuous learning, effective planning and organizing, and strong problem-solving abilities. Excellent communication, interpersonal, and flexibility skills are crucial. Specific technical skills include proficiency in office and computer packages, knowledge of WHO/UN administrative rules and procedures, and experience in administration, business management, logistics, and inventory.

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