Programme Assistant
Organizational Context
The World Health Organization (WHO) in Yemen aims to establish an effective country presence to implement cooperation strategies aligned with national health and development agendas and harmonized with UN country teams. This role supports the WHO Representative's Office in Aden.
Job Purpose
The Programme Assistant provides comprehensive administrative support to an assigned program within the WHO Representative's Office in Aden, Yemen. This role is crucial for ensuring the smooth operation of the program by managing correspondence, preparing travel documents, monitoring project finances, and organizing meetings. The position contributes to the effective implementation of WHO's country cooperation strategies by facilitating administrative processes and ensuring timely support to program activities and staff, thereby supporting WHO's mission in Yemen.
Responsibilities
Provide full administrative support to the assigned program, including drafting, reviewing, and revising correspondence, reports, and documents. Compose administrative correspondence independently and provide informal interpretation/translation when needed. Prepare and process travel requests, visa applications, security clearances, and bookings for team members, and follow up on related issues. Manage and track correspondence and documents, evaluating urgency and ensuring timely action. Monitor program activities, budget levels, and financial expenditures using GSM, initiating procurement processes and following up on payments. Compile background materials for planning, monitoring, and evaluation exercises, and maintain filing systems. Finalize administrative and logistical preparations for meetings, workshops, and seminars, including per diem payments. Respond to telephone inquiries, assess the criticality of technical issues, and direct them appropriately. Coordinate appointments and maintain information systems on counterparts. Brief colleagues on administrative processes and assist/replace administrative staff as required. Participate in field visits when necessary.
Work Experience
Essential: A minimum of five years of progressive administrative experience. Desirable: Relevant experience within the UN system.
Skills
Good filing and organizational skills. Ability to maintain good working relationships. Demonstrated ability to translate routine correspondence into English. Strong time management and stress management skills. Knowledge of WHO administrative procedures and style guide is an asset. Proficiency in English and the local language is essential.