Programme Assistant

Organizational Context

The World Health Organization (WHO), founded in 1948, is the United Nations agency dedicated to promoting health, ensuring global safety, and serving vulnerable populations. WHO leads efforts in universal health coverage, coordinates responses to health emergencies, and advocates for healthier lives through science-based policies. Its mission is to ensure that everyone, everywhere can attain the highest level of health, with ambitious targets for improved health coverage, emergency preparedness, and overall well-being.

Job Purpose

This role is crucial for establishing an effective WHO country presence in Djibouti, ensuring the implementation of WHO country cooperation strategies. The Programme Assistant will align these strategies with Member State health and development agendas and harmonize them with United Nations country teams. The position requires providing comprehensive administrative support to the assigned programme, contributing to the efficient operation and achievement of WHO's health objectives within the country. The incumbent will play a key role in facilitating program activities and ensuring smooth administrative processes.

Responsibilities

The Programme Assistant will provide full administrative support to the assigned programme, including drafting, reviewing, and revising correspondence, reports, and documents. This involves composing administrative correspondence, taking meeting notes, and providing informal interpretation/translation. The role includes preparing and processing travel requests, arranging visas, security clearances, and bookings for team members, and following up on travel-related issues. The incumbent will manage correspondence and documents, evaluate urgency, and remind staff of follow-up actions. Financial responsibilities include monitoring country activity implementation, budget levels, and expenditures using GSM, initiating procurement transactions, and following up on deliverables and payments. Additionally, the role involves compiling background material for planning, monitoring, and evaluation, maintaining filing systems, and preparing reference materials. The assistant will also finalize administrative and logistical preparations for meetings and respond to telephone inquiries, directing technical issues to appropriate staff. Briefing colleagues on administrative processes and assisting other administrative staff are also key duties, with potential participation in field visits.

Work Experience

A minimum of five years of progressive administrative experience is required. Experience within the UN system is desirable. Key skills include good filing and organizational abilities, maintaining positive working relationships, translating routine correspondence into English, and strong time and stress management.

Skills

Proficiency in administration, with good filing and organizational skills. Ability to maintain positive working relationships with staff, experts, and visitors. Demonstrated ability to translate routine correspondence into English. Strong time management and stress management skills. Knowledge of WHO rules, manuals, practices, and procedures is an asset.

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