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Admin Assistant Job Opportunity at World Health Organization (WHO) | Deadline: 9th October, 2018Job Description - Admin Assistant (1804519)
Admin Assistant - (1804519)
Contractual Arrangement: Fixed-term appointment
Contract duration: 1 year
Job Posting: Sep 18, 2018, 12:04:03 PM
Closing Date: Oct 9, 2018, 12:59:00 AM
Primary Location: Tanzania, United Republic of-Dar-es-Salaam
Organization: AF_TZA Tanzania
IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device's system settings.
OBJECTIVES OF THE PROGRAMME
Country Management Support Unites (CSUs) have been established in the organizational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organization policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.
DESCRIPTION OF DUTIES
GENERAL-Oversee and monitor the information flow of the office of the WHE Cluster, screening, sorting, analyzing and identifying areas requiring action by WHE Cluster.- Ensure effective and timely follow up on request for information, briefings and other actions, emanating from the office of the WHE Cluster, liaising with units/teams, as appropriate.- Receive visitors and telephone calls with tact and discretion, and acts according to the nature and urgency of each, including redirecting as appropriate.- Provide background information for appointments with official visitors and/or staff members.Maintain WHE Cluster's agenda and calendar by scheduling meetings and/or rescheduling owing to disruption by unforeseen events, redirects visitors and callers as necessary.
CORRESPONDENCE- Draft general or administrative correspondence on own initiative or on the basis of instructions, finalize correspondence/reports for signature/clearance- Verify that outgoing correspondence is presented in accordance with WHO and department styles and checking language, grammar and accuracy prior to submitting for signature and clearance- Analyze incoming correspondence and requests in the light of background material, instructions, policies, and precedents, researching, obtaining and attaching background information in anticipation of the responsible officer's needs, or redirecting them as appropriate; identify and highlight incoming documents andattach background information and identify areas requiring action by professional staff, drawing their attention to specific items.- Ensure that technical reports and documents are in line with WHO Standards, rules, practices and procedure, editing and correcting them as necessary prior to their submission for signature or clearance of relevant authority.- Using appropriate tracking tools, follow up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.
MEETING ADMINISTRATION- Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including preparing event plans in GSM/Oracle, letters of invitation, cost estimates and travel request; assisting with preparation of documents; dispatching of materials and liaising with participants and others involved.- Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions.- Schedule team/departmental meetings, according to schedules and need; taking minutes and following up on action points to ensure timely response to the requests of the WHO and preparation of minutes.- Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team's professional staff, checking their availability and ensuring they have the appropriate briefing files and documents.
TRAVEL/FINANCE- Using GSM/Oracle, prepare travel requests for official WHO travel, make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.- Maintains financial record and financial transaction relating in WHE programme in the GSM environment.- Assist in generating reports from the GSM; also prepares recurring reports as scheduled and special reports as required to facilitate financial analysis.- Initiate and responds to queries and correspondence on accounts and financial transaction as required.
OTHER DUTIES- Perform other related duties as required or instructed, including providing support to other areas of work.
Essential: Completion of secondary school education or equivalent technical or commercial education
Desirable: Training in secretarial task and/or in an administrative field is desirable.
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8years of relevant experience
Experience in administrative support position in WHO or another UN Agency is an asset. Experience on Oracle-based or other ERP systems is an asset.
The Incumbent maintains and updates proficiency in the use of modern office technology through in-house courses, on-the-job training of self-training.
He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief others and explain procedures.
Respecting and promoting individual and cultural differences
Use of Language Skills
Essential: Expert knowledge of English. Expert knowledge of Swahili.
WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at TZS 44,836,000 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.
This vacancy notice may be used to fill other similar positions at the same grade level
Only candidates under serious consideration will be contacted.
A written test may be used as a form of screening.
In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
For information on WHO's operations please visit: http://www.who.int.
WHO is committed to workforce diversity.
WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.