Purpose of the Position

As Administrative Assistant at the hub office, the incumbent will coordinate administrative support services in the field office and ensure adequate administrative services at the hub.

Job Description
Objectives of the Programme and the immediate Strategic Objectives

Country Management Support Units (CSU) have been established in the organisational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.

Organizational context (Describe the individual role of the incumbent within the team, the guidance and supervision received and training or briefing provided to others)

The incumbent works on the basis of general instructions, own experience and precedents, following WHO or Administrative specific procedures and practices, rules and regulations, to ensure smooth work flow in the team/department. The incumbent is encouraged to seek guidance for unusual issues. Most of the work is controlled for correctness and appropriateness by the incumbent. Work is reviewed on an ad hoc basis by supervisors for meeting expectations and overall quality; correspondence is signed or cleared by originator. The incumbent is relied upon to brief colleagues on WHO CO specific administrative procedures and practices.

Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives)

Assist to provide a proper control of the supporting documents for payments and financial reports; compilation of returns on funds disbursed to the regional health bureau.
Facilitate with follow-up of Direct Financing Corporation (DFC) returns due from the regional health Bureau.
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.
Assists with coordination of procurement of goods and services for regional office in liaison with the central Logistics unit. Compiles requests for the procurement of goods and services; acknowledge receipt of goods and services.
Drafts correspondence on own initiative or based on instructions; or redirecting them as appropriate, drawing the attention of the supervisor or other staff concerned.
Ensures proper administration of physical facilities and office arrangement for team members including office equipment, furniture and supplies for WHO office at the region.
Facilitate regional office staff members in utilizing their leave days. Monitor leave applications for Special service agreement contractors and share the information with central unit.
Provides admin support to the team members including processing of correspondences; requisition of office supplies and inventory; Maintaining a filing system.
Assists in the Regional (Hub) Office with logistical arrangements as necessary (i.e. hotel booking, accommodation, travel, transport, per-diem payment to external participants etc.)
Maintains a database including contact information of counterparts, resource persons and supervisors from the regions.
Provides administrative support to the Regional technical staff team, including arranging appointments and maintaining schedule, receiving visitors, placing and screening telephone calls and answering queries related
Liaises with ICT central unit to facilitate the regional staff on their ICT requirements.
Perform other related duties as required or instructed, including providing support to other areas of work.

Recruitment Profile

Competencies : Generic

Describe the core, management and leadership competencies required – See WHO competency model – list in order of priority, commencing with the most important ones

Knowing and managing yourself
Producing results
Fosters integration and team work
Moving forward in a changing environment

Functional Knowledge and Skills: –

*Describe the essential knowledge and the skills specific to the position.

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.

Educational Qualifications

Essential: – Completion of secondary school education or equivalent technical or commercial education

Desirable: – Training in Accounting, Administration and/or in Management field is desirable

Experience

Essential: – 5-7 years of relevant experience

Desirable: – Experience in administrative support positions in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset

Languages

English: Read: Expert Knowledge

Write: Expert Knowledge

Speak: Expert Knowledge

Swahili: Read: Expert Knowledge

Write: Expert Knowledge

Speak: Expert Knowledge

Other Considerations (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.)

Work requires the use of word processing or other software packages, and standard office equipment. 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.

Location

Duty Station will be Dodoma WHO Office.

Duration

The contract will be for 3-4 months