Administrative Assistant

Organizational Context

The World Health Organization (WHO) Country Office in Sudan aims to establish an effective presence to implement WHO country cooperation strategies. These strategies align with Member States' health and development agendas and are harmonized with United Nations country teams. This role supports the WHO Representative's Office in Sudan.

Job Purpose

The Administrative Assistant plays a crucial role in supporting the WHO Representative's Office in Sudan. This position is responsible for ensuring the smooth operation of administrative functions, including correspondence, financial document preparation, and asset management. The role also involves managing service providers, overseeing building services, and ensuring compliance with travel policies. By efficiently handling these diverse administrative tasks, the Administrative Assistant contributes to the effective implementation of WHO's country cooperation strategies and supports the overall mission of the WHO in Sudan, ensuring alignment with national health agendas and UN country team harmonization.

Responsibilities

Key responsibilities include composing and preparing correspondence, financial documents, and signatory letters. The role involves extracting data, preparing reports and spreadsheets, and providing basic translation assistance. The Administrative Assistant is responsible for asset management, including updating the asset register and coordinating data from field offices. They will serve as a focal point for managing service providers, ensuring timely contract renewals and payments, and overseeing building maintenance. Additionally, the role requires verifying travel requests and invoices for compliance with policies, processing travel-related purchase orders, and managing UN travel documents (UNLPs and UNFCs). The position also involves processing visa requests and responding to queries regarding travel regulations. The Administrative Assistant may also be required to cover for other administrative staff and perform other relevant duties.

Work Experience

Essential: A minimum of eight years of relevant experience in the travel industry or administrative field. Desirable: Previous experience within the UN system.

Skills

Ability to work under pressure, demonstrated ability to act independently, sound judgment, teamwork, respecting and promoting individual and cultural differences, communication, producing results, ensuring effective use of resources, intermediate knowledge of English, and intermediate knowledge of Arabic.

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