JOB DETAILS:

World Health Organization Administrative Assistant Republic of the Congo WHO Jobs 2024

World Health Organization looking for “Administrative Assistant”. Applicants with a High School Diploma may apply on or before 17-Jul-24.

The World Health Organization has published a job vacancy announcement on 03/07/2024 for qualified applicants to fill in the vacant post of Administrative Assistant to be based in Brazzaville , Republic of the Congo. For more jobs, please visit https://unjoblink.org

Company Name: World Health Organization

Job Title: Administrative Assistant

Duty Station: Brazzaville , Republic of the Congo

Country: Republic of the Congo

Application Deadline: 17-Jul-24

Responsibilities:

GENERAL- 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. – 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 and attach 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 procedures, 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 letters of invitation, costs calculation and travel requests; 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 weekly team and ad hoc meetings, according to schedules and need; taking 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- 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. OTHER DUTIES- Perform other related duties as required or instructed, including providing support to other areas of work.

Requirements:

Education

Essential: Completion of secondary school education or equivalent technical or commercial education.
Desirable: Training in secretarial tasks and/or in an administrative field.

Experience

Essential: 3 to 5 years of relevant experience.
Desirable: Experience in administrative support positions in WHO or another UN agent. Experience in Oracle-based or other ERP systems.

Skills

The incumbent maintains and updates proficiency in the use of modern office technology through of in-house courses, on-the-job training,or 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. Strongorganizational skills complemented with the ability to work in a proactive manner, multi-task and produce results under pressure. Diplomacy, tact, and discretion.

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Knowing and managing yourself
Producing results

Use of Language Skills

Essential: Expert knowledge of French.
Desirable: Intermediate knowledge of English.