Assistant administratif
Organizational Context
WHO country offices translate global and regional commitments into national actions, advising Member States and facilitating best practices. They foster intersectoral dialogue and connect national authorities with WHO technical expertise to inform policies. Administrative support units (CSU) are established to support managers and staff in their duties.
Job Purpose
The Administrative Assistant provides comprehensive administrative and financial support within an Enterprise Resource Planning (ERP) system. This role directly supports program/unit managers and staff, ensuring transactions adhere to WHO rules and policies. The incumbent will offer high-quality administrative, organizational, documentation, and logistical support to the WHO Representative's Office in Dakar. Key contributions include efficient correspondence management, coordination of meetings, missions, and official events, maintaining institutional documents, and rigorous follow-up on strategic decisions. The role also ensures effective administrative coordination across technical programs, support functions, and external partners, guaranteeing the quality, compliance, and timely submission of documents for Clusters, and managing physical and electronic archives. Under the general supervision of the WHO Representative and direct supervision of the Operations Officer, the position enhances operational efficiency, internal/external communication flow, and adherence to organizational administrative procedures.
Responsibilities
The Administrative Assistant will provide comprehensive administrative and financial support, ensuring compliance with WHO rules and policies. Key responsibilities include: Cluster Administrative Management: Provide daily support to Clusters, maintaining physical and electronic filing systems in accordance with WHO procedures. This involves drafting official correspondence for Cluster leads and preparing Memos, submitting them via eWorkflow, tracking their progress, and ensuring the full completion of associated activities. Support to the Representative's Office: Deliver high-quality administrative, organizational, documentation, and logistical support to the WHO Representative's Office in Dakar. This includes ensuring efficient management of correspondence, coordinating meetings, missions, and official events, and maintaining and archiving institutional documents. Strategic Monitoring and Coordination: Rigorously follow up on decisions, recommendations, and strategic actions of the Office. Ensure effective administrative coordination among technical programs, support functions, and external partners. Document Quality and Archiving: Verify the quality, compliance, and timely transmission of documents for Clusters, and manage the country office's physical and electronic registers and archives effectively. Operational Enhancement: Contribute to strengthening overall operational efficiency, fostering fluid internal and external communications, and ensuring the consistent application of the Organization's administrative procedures.
Work Experience
Essential: At least 5 years of experience in office administration, executive assistance, budgetary and financial management, program coordination, procurement and logistics management, and office automation. Desirable: Experience in digitalization or electronic document management, managing correspondence, meetings, and executive agendas, administrative document archiving and classification, and experience within the UN system or an international organization.
Skills
Administrative support, financial management, program coordination, procurement and logistics, office automation, document management (physical and electronic), drafting official correspondence, eWorkflow proficiency, meeting and event coordination, records archiving, strategic follow-up, inter-departmental coordination, communication, adherence to administrative procedures, digitalization.