Administrative Assistant
Organizational Context
The World Health Organization (WHO) in Morocco collaborates on four strategic priorities to enhance health services for vulnerable populations, aiming for Universal Health Coverage and contributing to Sustainable Development Goals. This involves strengthening public health programs, addressing health determinants, improving essential public health functions, and supporting health sector governance and regionalization. The work environment is a typical office setting, with assignments supervised by the Operations Officer and WHO Representative.
Job Purpose
The Administrative Assistant will provide crucial support to the WHO operations in Morocco under the supervision of the Operations Officer and WHO Representative. This role involves managing administrative tasks, ensuring smooth office operations, and contributing to the effective implementation of WHO's health strategies. The incumbent will handle travel arrangements, visitor management, procurement processes, and maintain essential office records. The position requires independent execution of routine tasks, with a capacity to interpret procedures for unusual situations, ensuring accuracy and efficiency in all administrative functions to support the team's objectives.
Responsibilities
The Administrative Assistant will support the Operations Officer by managing travel logistics, including preparing requests, booking flights and hotels, and arranging visas for national and international missions. Responsibilities include handling incoming visitors and calls with discretion, prioritizing inquiries, and providing necessary information. The role involves assisting in initiating contracts and requisitions, monitoring deliverables, and processing payments through GSM/BMS systems. Maintaining electronic files, managing correspondence, and following up on actions are key duties. Additionally, the assistant will provide administrative and operational support for meetings and workshops, brief colleagues on office procedures, and assist other administrative staff as needed, potentially participating in field visits.
Work Experience
A minimum of three years of relevant professional experience is required. This includes excellent oral and written communication skills, strong interpersonal abilities for inclusive collaboration, and adaptability in challenging environments. Proficiency in Microsoft Office Suite, database management, and office technology is essential. The candidate should be self-motivated, able to work with minimal supervision and meet deadlines, with an interest in health and the UN system.
Skills
Key competencies include accountability, teamwork, communication, ethics, integrity, respect for diversity, adaptability, creativity, judgment, planning, professionalism, and self-management. Specific skills in administration, finance, and accounting are necessary. Excellent drafting, formulation, and reporting skills are also required, along with strong interpersonal skills and cultural sensitivity.