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Job Description
Vacancy Notice No: AFRO/15/FT597
Title: Admin Assistant
Grade: G5
Contract type: Fixed-term Appointment
Duration of contract: Initially one year
Date: 30 October 2015
Application Deadline: 13 November 2015
Duty Station: Addis Ababa, Ethiopia
Organization unit: AF_SSR AF South-East Sub-Region (AF_SSR) /
AF_ETH Ethiopia (AF_ETH)
OBJECTIVES OF THE PROGRAMME :
The objectives of the health systems and services development is to contribute to the improvement of country capabilities:
In the design, implementation, monitoring and evaluation of national health policies,
In the design of health sector strategies, support in the implementation, monitoring and evaluation,
Of development of human resources for health polices, strategies, and plans, its implementation, monitoring and evaluation,
Of assessing, designing, implementation and monitoring and evaluation of country health information systems, including HMIS and health research systems, and to establish a WCO focal point for health systems and services, heath information evidence and research and Human Resources for health.
Description of duties:
GENERAL
Receives visitors and telephone calls with tact and discretion, and acts according to the nature and urgency of each, including redirecting as appropriate.
Provides background information for appointments with official visitors and/or staff members.
Monitors requests for goods and services, including receipt, payment and inventory requirements.
CORRESPONDENCE
Drafts general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance.
Verifies 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.
Analyses 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.
Ensures 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 follows-up on and ensures that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.
MEETING ADMINISTRATION
Arranges, coordinates and leads 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.
Assists in preparation of presentations using PowerPoint and other software packages on own initiative or on the basis of instructions.
Schedules weekly team and ad hoc meetings, according to schedules and need; taking and preparation of minutes.
Obtains 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.
GSM Functions
Assists in raising requisitions in GSM (APW contracts, Direct Financial Contributions (DFCs) etc.)
Using GSM, prepare travel requests for official WHO travel.
Assist program staff in initiating travel requests (TRs) and reminding on travel claims (TCs) submissions with assisting on supporting documents and records management (RMS) nomenclature.
Raises requisition for meetings in GSM.
OTHER DUTIES
Assists the admin focal person in preparation of minutes of selection committee for recruitment of SSA contract and prepare the contract.
Keeps track of medical clearance of Temporary staff (SSA, APW).
Maintains an internal list of trainers/resource people, counterparts and supervisors from the regions and federal institutes and collect all background documentation related to the activities.
Performs other related duties as required or instructed, including providing support to other areas of work
REQUIRED QUALIFICATIONS
Education:
Essential: Completion of secondary school education or equivalent technical or commercial education.
Desirable: Training in secretarial tasks and/or in an administrative field is desirable.
Verification of Education
In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and these will be reviewed individually.
Skills:
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 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
Experience:
Essential: 5 to 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:
Have Excellent knowledge of English, basic knowledge of French and Fluency in the working language of the country.
Additional Information:
– Annual remuneration: USD 11,410 Payable in ETB.
Closing date: Nov 13,2015
Rating: – 0 votes
How to Apply
Only candidates under serious consideration will be contacted. Please provide your cellphone number and valid e-mail address.
Applicants within government employment and/or with outstanding obligations will not be considered unless a letter of release is produced.
Long-listed candidates may be contacted to sit a written or presentation prior to final short-listing. This does not preclude a written test or presentation prior to final interview.
Interviews will take place using a competency-based approach.
Only applications from nationals of ETHIOPIA will be accepted. Please REFRAIN from applying if you are not ETHIOPIAN NATIONAL.
WHO offers an attractive compensation package including an annual net salary (subject to mandatory deductions for pension contributions and health insurance), dependency benefits, pension plan, health insurance scheme, and 30 days annual leave.
Please visit the following websites for detailed information on working with WHO.
http://ww.who.int Click on: to learn more about WHO’s Operations
http://icsc.un.org Click on: Quick Links>Salary Scales> by date
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.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.
WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
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