Administrative Support

Job Posting Organization:
The job posting organization is the World Health Organization (WHO), which was established in 194

• WHO's mission is to promote health, keep the world safe, and serve vulnerable populations. It operates in over 150 countries and has a workforce of more than 7,000 employees. WHO aims to ensure that all people can attain the highest possible level of health, focusing on universal health coverage, health emergencies, and promoting healthier populations.

Job Overview:
The position of Administrative Support is crucial for the efficient functioning of the Country Administrative Support Units (CSUs). The primary objective of this role is to provide comprehensive administrative support to ensure that all administrative tasks and functions are carried out effectively within the Global Management Information System (GSM) environment. The incumbent will work under general instructions and will be expected to utilize their experience and knowledge of WHO and CSU-specific procedures to maintain a smooth workflow. This role involves a variety of administrative tasks, including financial record-keeping, monitoring expenses, processing invoices, and organizing meetings. The incumbent will also be responsible for ensuring compliance with institutional policies and procedures, thereby playing a vital role in the overall operational efficiency of the organization.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support position include maintaining financial records and tracking systems to accurately record and reconcile expenses and financial statements. The incumbent will monitor expenses and ensure timely closure of orders, process suppliers' invoices, and verify financial transactions to ensure compliance with financial rules. Additionally, the role involves organizing internal and external meetings, preparing necessary documentation, and ensuring the daily operations of the office run smoothly. The incumbent will also be responsible for preparing travel plans, managing procurement requisitions, and supporting the management of administrative supplies and office equipment. Other responsibilities include taking minutes of meetings, maintaining the office calendar, and providing travel assistance to staff members. The role requires a proactive approach to problem-solving and the ability to handle multiple tasks efficiently.

Required Qualifications:
The required qualifications for the Administrative Support position include a strong understanding of WHO practices and procedures, as well as expertise in modern office management practices. The incumbent must possess excellent communication skills, the ability to produce results, and a commitment to fostering teamwork and effective resource utilization. Proficiency in MS Office applications, including Word, Excel, and PowerPoint, is essential for this role. The candidate should also demonstrate a high level of organizational skills and attention to detail, as well as the ability to work independently and collaboratively within a team.

Educational Background:
The educational background required for this position includes the completion of secondary education or equivalent technical training in secretarial science and office administration. A university education in business administration, accounting, program management, or humanities is desirable but not mandatory. This educational foundation will provide the necessary skills and knowledge to perform the administrative functions effectively.

Experience:
The position requires a minimum of 5 years of experience in finance and administration within a recognized public or private institution. Experience in an agency of the United Nations system or other international or multilateral organizations is considered an advantage. This level of experience is essential to ensure that the incumbent can navigate the complexities of administrative tasks and contribute effectively to the organization's goals.

Languages:
Proficiency in Portuguese is essential for this position, as it is the primary language of communication in Mozambique. A working knowledge of English is desirable, as it may facilitate communication with international colleagues and stakeholders. The ability to communicate effectively in both languages will enhance the incumbent's ability to perform their duties and collaborate with diverse teams.

Additional Notes:
This position is full-time and may involve working in a dynamic and fast-paced environment. The incumbent will be expected to demonstrate flexibility and adaptability in their approach to work. The role may also involve occasional travel within the country to support program delivery and administrative functions. Compensation and benefits will be in accordance with WHO policies and guidelines, and the organization is committed to providing a supportive work environment that fosters professional development and growth.