ADMINISTRATIVE ASSISTANT (PRM) (AFRO/12/TA103)

25 September 2016
 
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The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No: AFRO/12/TA103
 
Title: Administrative Assistant (PRM)
 
Grade: G6
 
Contract type: Temporary appointment
 
Duration of contract:  Twelve (12) months
 
Date: 24 September 2012
 
Application Deadline: 8 October 2012 Vacancy Filled
 
Duty Station:  Brazzaville, Congo
 
Organization unit:
Deputy Regional Director (DRD)
 
OBJECTIVES OF THE PROGRAMME :
The Harmonization for Health in Africa (HHA) consists of a regional mechanism with 13 core member agencies and 2 associate members that focus on providing support to countries in order to strengthen health systems in Africa and accelerate towards health MDGs with a view on the harmonization of interventions and the alignment to country priorities.. The HHA Secretariat coordinates the cross-cluster actions within WHO/AFRO as well as the contributions of the member agencies in the implementation of the HHA RDs decisions and the HHA action plan and also provides support to countries in the development of National Health Strategic Plan (NHSP) and scaling up the interventions towards the achievement of health MDGs.
The HHA Secretariat is hosted in AFRO PRM Unit/DRD that is under the SO12. The objectives of the PRM programmes are to advocate and to promote collaboration and partnerships between WHO and the relevant stakeholders in health. In this regard, PRM unit provide support to countries, WCO, and Regional office Programmes in the partnership and resource mobilization, including through the HHA mechanism.
Description of duties:
Under the general supervision of the Coordinator of the HHA Steering Group and the direct supervision of the TO/HHA, the Administrative Assistant/HHA will perform the following duties:

1.Prepare and ensure the management and monitoring of correspondences, reports, evaluations and justifications, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility.

2.Draft general or administrative correspondence on own initiative or on the basis of instructions; tFinalize correspondence/reports for signature/clearance by the supervisor; verify that outgoing correspondence is presented in accordance with WHO and department styles by checking language, grammar and accuracy prior to submitting for signature and clearance; analyse 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 and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items.

3.Assists the Coordinator of the HHA Secretariat to monitor the activities of the HHA Secretariat by maintaining an effective system of monitoring and / or recall of activities / tasks of that Secretariat to ensure they are discharged in timeframe and according to procedures;

4.Assist in updating on a regular basis information related to country work relevant to HHA and Community of practices;

5.Assist in the preparation of office budgets applicable to staff, meeting and mission costs and servicing costs and maintains necessary budgetary control records and financial report for HHA Secretariat as needed;

6.Assist in the preparation and organization of regular HHA meetings, the RDs meetings /teleconferences and yearly HHA technical events and ad-hoc HHA meetings. Set all the administrative details associated.

7.In addition to general administration responsibilities, may also supervise directly or indirectly, activities concerned with office and grounds maintenance, security, transport and similar services;

8.Requisitions office supplies and equipment locally and abroad and arranges for control of distribution and maintenance of appropriate inventory records;

9.Provides interpretation of administrative rules, regulations and procedures;

10.Assist in reproduction of the documents of the HHA Secretariat and in dissemination both at regional and global levels; provide support for sharing information within the WHO AFRO;

11.Contact with other HHA agencies if necessary;

12.Performs other duties as required.
REQUIRED QUALIFICATIONS
Education:
Essential : - Completion of secondary school. Knowledge of general administrative functions and a secretarial training.

Desirable : - Knowledge, diplôm or training in administrative management would be an asset.
Skills:
- computer skills including use of the Enterprise Resouces Planning(ERP) systems.
- Skills in administrative management (organisational skills, coordination skills, etc..)
Experience:
Eight (08) years of experience in administrative/secretarial management, preferably within the UN system.
Languages:
Excellent knowledge of french and working knowledge of english.
Additional Information:
This is a local recruitment. Only applications of candidates from commuting distance will be accepted.
Annual salary: (Net of tax)
at single rate

This vacancy notice may be used to fill other similar positions at the same grade level.

Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.

WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.

Vacancy Filled

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