SSA - Programme Assistant

Organizational Context

The WHO country team in Kenya promotes technical cooperation, stimulates interest, and coordinates health development assistance based on global and regional strategies. The team is responsible for collecting, analyzing, and disseminating health information within the country, aligning with WHO guidelines and mandates.

Job Purpose

The Programme Assistant provides essential administrative and logistical support to Program Managers within the WHO Kenya country team. This role is crucial for ensuring the smooth operation of health development initiatives by managing correspondence, organizing meetings, preparing documentation, and facilitating travel arrangements. The position contributes to the efficient execution of WHO's mandate in Kenya by ensuring timely and accurate processing of administrative tasks, supporting program delivery, and maintaining effective communication channels.

Responsibilities

Key responsibilities include initiating and finalizing correspondence for Program Managers, ensuring adherence to WHO styles and accuracy. The role involves organizing administrative preparations for internal and external meetings, including financial documents, invitations, and travel requests. It also entails analyzing incoming correspondence, highlighting critical issues, scheduling meetings, taking minutes, and following up on action items. The Programme Assistant will obtain and prepare necessary documents for meetings and workshops, ensure technical reports conform to WHO standards, and monitor deadlines. Additionally, the role involves using GSM for travel arrangements, tracking mission recommendations, and providing general administrative support to the Representative's Office.

Work Experience

Essential: A minimum of 5 years of experience in administrative support within a recognized public or private institution. Desirable: Experience in administrative support roles within WHO or another UN agency, and familiarity with Oracle-based systems or other ERP systems are advantageous.

Skills

Proficiency in modern office technology, ability to stay updated on procedures and regulations, strong organizational and communication skills, teamwork, adaptability, and results-orientation. Expert knowledge of English is essential, with intermediate knowledge of Swahili being desirable.

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