UN Jobs – Administrative Assistant – United Nations World Health Organization (WHO)
Job Title: Emergency Non-Staff – Administrative Assistant (SSA)
Organisation: United Nations World Health Organization (WHO)
Duty Station: Kampala, Uganda
Monthly Salary: UGX 4,212,083 /=
About US:
The World Health Organisation (WHO) is the directing and coordinating authority for health within the United Nations system. WHO is responsible for providing leadership on global health matters, shaping the health research agenda, setting norms and standards, articulating evidence-based policy options, providing technical support to countries and monitoring and assessing health trends.
Job Summary: As Administrative Assistant, the incumbent will ensure the smooth flow of work as related to administrative activities, coordinating actions with other support staff in the team in consultation and collaboration with the Incident Manager and WHO Operations Officer.
Key Duties and Responsibilities: The incumbent will perform all or some of the following duties:
- Adapt and implement procedures, in compliance with existing policies and SOPs, for the administration, monitoring, control and evaluation of human, financial and material resources processes.
- Support the planning of general and specific budgetary estimates for WHO activities; ensure the management of funding allocations and awards; track and report on financing against budget; support, monitor and report on financial implementation in compliance with WHO rules, emergency SOPs and delegations of authority.
- Provide administrative support in the implementation of WHO operations; ensure payments are made to support any planned activities in compliance with rules and procedures.
- Support in a range of human resources services, including forecasting future needs, facilitating rapid deployment of surge staff and international responders, medical clearance, travel to the relevant duty station and on-site administrative support, de-briefing and performance evaluations of the admin staff.
- Manage procurement of services and all necessary supplies required for support of the incident management, track inventory, coordinate with logistics and HR to provide supplies and equipment to the local response team. Participate in local contract review committees and ensure best value for money in procurement practices as per the delegated authority. Ensure appropriate asset management, provide relevant reports to the management.
- In case the Field Security Officer position is not established in the duty station, liaise with the United Nations Department of Safety and Security (UNDSS) and the Regional Field Security Officer to ensure the safety of all WHO staff and responders, Minimum Operating Security Standards (MOSS) compliance, timely report on security related incidents, disseminate security and travel advisory information and arrange security briefings and training of staff.
- As required, manage Information Technology support services provided either by local Information technology technicians.
- Facilitate processing of financial transactions and follow liquidation as appropriate. Compile support documentation of disbursements done through Direct Implementations (DI) Purchase orders and submit to central office.
- Ensures proper administration of physical facilities and office arrangement for team members including office equipment, furniture and supplies for WHO office at the region.
- Provides admin support to the team members including processing of correspondences; requisition of office supplies and inventory; Maintaining a filing system.
- Maintains a database including contact information of counterparts, resource persons and supervisors from the regions
- Perform any other incident-specific related duties, as required by the functional supervisor.
Qualifications, Skills and Experience:
- The applicant for the United Nations World Health Organization (WHO) Emergency Non-Staff – Administrative Assistant (SSA) job should have completed secondary school education or equivalent technical or commercial education.
- Training in Accounting, Administration and/or in Management field is desirable.
- A minimum of five year of relevant experience.
- Experience in administrative support positions in WHO or another UN agency an asset.
- English language proficiency
- Formal or self-training in the use of standard office software.
- Training in Oracle-based or other ERP systems an asset.
- Work requires the use of word processing facilities to create, edit, format and print correspondence and documents; spreadsheet and visual presentation software;
- Extensive use of e-mail and scheduling software to improve communications both internally and externally, Oracle/GSM for administrative matters
- Work requires the use of word processing or other software packages, and standard office equipment.
- Desirable: Working knowledge of French would be an advantage.
Competencies: Generic
- Communicating in a credible and effective way
- Producing results
- Fosters integration and teamwork
- Moving forward in a changing environment
How to Apply:
All candidates are encouraged to apply online through the World Health Organization career portal at the link below.
Deadline: 20th July 2022