Administrative Assistant

Job Posting Organization:
The World Health Organization (WHO) is a specialized agency of the United Nations responsible for international public health. Established on April 7, 1948, WHO has a mission to promote health, keep the world safe, and serve vulnerable populations. The organization operates in over 150 countries and has a workforce of more than 7,000 employees. WHO collaborates with various partners, including national governments, to strengthen health systems and improve public health outcomes globally. In Vietnam, WHO has been working closely with the Ministry of Health (MoH) for decades, focusing on strategic priorities that align with both regional and global health strategies.

Job Overview:
The Administrative Assistant position at WHO involves providing comprehensive administrative support to ensure the smooth operation of the Country Office in Vietnam. The incumbent will be responsible for managing communications, coordinating meetings, and handling various administrative tasks that contribute to the efficiency of the office. This role requires a proactive approach to problem-solving and the ability to manage multiple tasks simultaneously. The Administrative Assistant will play a crucial role in facilitating communication between staff members and external partners, ensuring that all correspondence is handled with professionalism and discretion. The position also includes responsibilities related to human resources, procurement, budget management, and information management, making it essential for the candidate to possess strong organizational skills and attention to detail.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include:

• Receiving visitors and telephone calls, providing background information for appointments, and managing requests for goods and services.
• Drafting and finalizing correspondence and reports, ensuring compliance with WHO standards.
• Analyzing incoming correspondence and requests, providing necessary background information, and redirecting as appropriate.
• Ensuring timely appointment and renewal of contracts for staff and consultants.
• Initiating procurement contracts and monitoring deliverables and payments.
• Assisting in budget monitoring and providing financial information to team members.
• Maintaining filing systems and performing information searches as required.
• Coordinating administrative preparations for meetings, including scheduling, document preparation, and minute-taking.
• Preparing travel requests and making travel arrangements for official WHO travel. 1
• Performing other related duties as required or instructed.

Required Qualifications:
The required qualifications for the Administrative Assistant position include:

• Completion of secondary school education or equivalent.
• A minimum of 5 years of experience in secretarial or administrative positions.
• Relevant experience in WHO, another United Nations agency, or international organizations is desirable.
• Strong organizational and office skills, including proficiency in various office software packages.
• Knowledge of WHO and UN administrative rules and regulations is an asset.
• Ability to multitask and work under pressure while exercising discretion in handling confidential matters.

Educational Background:
The educational background required for this position includes:

• Essential: Completion of secondary school education or equivalent.
• Desirable: A relevant university degree or additional higher education is an advantage. WHO only considers higher educational qualifications obtained from accredited institutions recognized in the World Higher Education Database (WHED).

Experience:
The level of experience needed for the Administrative Assistant position includes:

• Essential: A minimum of 5 years of experience in secretarial or administrative roles.
• Desirable: Relevant experience in WHO, another UN agency, or international organizations, as well as experience with Oracle-based or other ERP systems.

Languages:
The mandatory language requirements for this position include:

• Excellent knowledge of English and the local language.
• Desirable: Knowledge of another WHO official language is an asset.

Additional Notes:
Additional notes regarding the position include:

• The vacancy notice may be used to fill other similar positions at the same grade level.
• Only candidates under serious consideration will be contacted.
• A written test and/or an asynchronous video assessment may be used as part of the screening process.
• Candidates will need to provide scanned copies of required degrees/diplomas/certificates if retained for an interview.
• WHO is committed to diversity and inclusion, encouraging applications from women, persons with disabilities, and nationals of unrepresented and underrepresented Member States.
• The position is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.