Admin Assistant at World Health Organization

Company: World Health Organization

Location: Uganda
State: Kampala, UG
Job type: Full-Time
Job category: Administrative Jobs in Uganda

OBJECTIVES OF THE PROGRAMME

The Country Team is responsible for promoting technical cooperation, stimulating interest and coordinating assistance for health development based on global and regional strategies and WHO guidelines. It is responsible for contributing to the collection, analysis and dissemination of health information

Description Of Duties

Provide administrative support to all Senior Management Office (SMO) Cluster Officers. 2. To support with various correspondence based on the orientation of the WR and Program Officers in the SMO Cluster; finalizing necessary documents in accordance with WHO departmental styles and check language, grammar and accuracy before submission for approval and signature;3. Organize the administrative preparation of internal and external meetings, including the preparation of business plans in GSM/Oracle, letters of invitation, cost estimates and travel requests; assist in the preparation of documents; sending materials and liaising with participants and others involved; 4. Analyse correspondence and requests received, highlight incoming documents and attach back ground information and identify areas requiring action by Program Managers drawing attention to important issues. Schedule meetings of Program Administrators, according to schedules and needs; take minutes of meetings and follow-up on issues requiring action to ensure prompt response to WHO requests;5. Obtain information documents for meetings, seminars, workshops etc. which Program Administrators take part in, verify their availability and ensure that they have the appropriate information files and documents;6. Ensure that technical reports and documents conform to WHO standards, rules, practices, procedures and editing style and correct them as necessary prior to submission for the WHO Representative’s signature.7. Use appropriate monitoring tools, monitor and ensure deadlines are met and correspondences and requests are analysed and processed as soon as possible.8. Use GSM to prepare requests for official travel by Program Administrators. Make airline and hotel reservations, prepare travel records and handle other related matters upon request.9. Collaborate and interact with Programme Assistants in the other Clusters for administrative support related to cross cutting functions of the SMO Technical Officers whose work is of cross cutting nature.10. Perform other related duties as required or directed, including support to Administration and WHO Representative’s Office.

Required Qualifications

Education
Essential: Completion of secondary school, followed by Administrative training and/or Management.
Desirable: Training in UN systems is an advantage. Proven skills in drafting and editing required.

Experience

Essential: At least 8 years of experience in a recognized public or private institution.
Desirable: Experience in administrative support positions within WHO or another UN agency is an asset. Experience in Oracle-based systems or another ERP system is an asset.

Skills

The incumbent will demonstrate mastery; actualize his/her knowledge in the use of modern office technology through internal courses, on the job or self-training. He/she will keeps abreast of changes in procedures and practices, rules and regulations, organizational structure in Country Office, organic group and WHO, to be able to brief and explain procedures to other staff members.