Senior Management Office (SMO) Assistant
Organizational Context
Country Management Support Units (CSUs) are established within the WHO organizational structure to support Managers and staff in fulfilling their responsibilities within the GSM environment. These units ensure compliance with organizational policies, procedures, rules, and regulations for all administrative and financial matters, particularly within the context of an Enterprise Resource Planning (ERP) system.
Job Purpose
The Senior Management Office (SMO) Assistant provides comprehensive administrative and programme support to ensure the efficient functioning of the office and the effective implementation of work plans. This role involves managing correspondence, maintaining filing systems, coordinating calendars, and supporting financial and budgetary monitoring. The assistant also facilitates logistical arrangements for missions, assists in the preparation of reports, and supports the contracting process for consultants and services. Additionally, the role involves administrative support for performance indicator reporting and programme budget assessments, ensuring timely submission and adherence to deadlines.
Responsibilities
Manage office operations by reviewing and routing correspondence, drafting administrative replies, and ensuring adherence to WHO standards for outgoing documents. Maintain electronic filing systems and coordinate the Programme Management network calendar. Provide guidance on office procedures and WHO standards to staff. Support work plan monitoring, including budget tracking, income/expenditure monitoring, and processing of committal documents. Assist in preparing financial and technical progress reports. Arrange logistics for missions, maintain document repositories, and provide information to PMO/RO. Support the evaluation process, including proposal initiation, working group coordination, and data compilation. Prepare and process contracts for consultants and services, and monitor payments. Initiate requisitions for procurement and record deliverables. Provide administrative support for Key Performance Indicator (KPI) development and reporting. Coordinate with technical units for timely inputs and reporting on programme budget performance. Manage meeting administration, including preparation of documents, travel arrangements, and minute-taking. Handle visitor inquiries and telephone calls, providing necessary background information.
Work Experience
Essential: Minimum of 8 years of experience in a recognized public or private institution. Desirable: Experience in administrative management, particularly within WHO or another UN agency, and proficiency with Oracle-based or similar ERP systems.
Skills
In-depth knowledge of modern office procedures and practices. Ability to stay updated on procedural changes, rules, regulations, and organizational structure. Skill in managing correspondence with external partners. Fast, accurate, tactful, and discreet. Ability to learn through on-the-job training and self-study. WHO Competencies: Teamwork, Respecting and promoting individual and cultural differences, Communication, Producing results, Moving forward in a changing environment. Language Skills: Essential: Expert knowledge of Portuguese. Desirable: Intermediate knowledge of English and French.