Administrative Assistant

Job Posting Organization:
The World Health Organization (WHO) Country Office in Papua New Guinea is dedicated to promoting global and regional health goals to ensure good health for the citizens of Papua New Guinea. The organization collaborates closely with the National Department of Health and various development partners and stakeholders. Its strategic priorities focus on achieving sustainable health outcomes, strengthening health systems, and enhancing emergency preparedness, surveillance, and health security" style="border-bottom: 1px dotted #007bff !important;">security. WHO aims to create a healthier future for all by addressing health challenges and improving health services across the nation.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the WHO Country Office's operations in Papua New Guinea. This position involves a variety of administrative and financial tasks aimed at facilitating the smooth implementation of health programs and projects. The incumbent will be responsible for reviewing financial documents, processing transactions, and ensuring compliance with WHO financial regulations. Additionally, the role includes monitoring project activities, managing encumbrances in the enterprise resource planning (ERP) system, and providing administrative support for meetings and documentation. The Administrative Assistant will also be expected to maintain effective communication with team members and stakeholders, ensuring that all administrative processes are executed efficiently and in alignment with the organization's goals.

Duties and Responsibilities:
The incumbent will be responsible for a comprehensive set of duties, including but not limited to:

• Reviewing obligating documents and preparing financial reports as required.
• Processing transactions in the ERP system and following up on deliverables and payments.
• Monitoring the implementation of country activities, including deadlines and financial expenditures, and alerting supervisors to any issues.
• Facilitating the management of Direct Financial Cooperation (DFC) by conducting financial reviews and ensuring compliance with WHO rules.
• Executing DFC assurance activities, including desk reviews and spot checks.
• Managing encumbrances in the ERP system and ensuring regular reconciliation of commitments.
• Supporting the preparation and monitoring of team workplans.
• Reviewing contractual materials and managing staffing levels, including contract renewals.
• Clearing purchase requests for services and equipment. 1
• Administering the team’s client-support system and ensuring effective communication. 1
• Providing administrative support for meetings, including logistics and documentation. 1
• Maintaining the team's electronic filing system for technical documents and correspondence.

Required Qualifications:
Candidates must possess a strong understanding of WHO procedures and policies, along with excellent interpersonal and communication skills. The ability to analyze and interpret documentation and data is essential, as is the capability to draft correspondence and meeting summaries. Proficiency in standard MS Office applications is required, and candidates should demonstrate good typing skills and the ability to take dictation at the required speed. A strong sense of judgment and the ability to work harmoniously in a team setting are also critical for success in this role.

Educational Background:
The essential educational requirement for this position is equivalent to graduation from secondary school. Desirable qualifications include training in Enterprise Resource Planning (ERP) systems, finance management, accounting, and administration. Additional skills in spreadsheets, Power BI, and report writing are preferred and would enhance a candidate's profile.

Experience:
Candidates should have a minimum of eight years of experience providing administrative assistance in program implementation and management. Experience within a UN organization is considered desirable and would be advantageous for applicants.

Languages:
Excellent knowledge of English is essential for this position. Proficiency in additional languages may be beneficial but is not mandatory.

Additional Notes:
The position offers an attractive remuneration package, including an annual net base salary starting at PGK 67,907, subject to mandatory deductions for pension contributions and health insurance. Employees are entitled to 30 days of annual leave. This vacancy may also be used to fill other similar positions at the same grade level. Only candidates under serious consideration will be contacted, and a written test or video assessment may be part of the screening process. Candidates must provide scanned copies of their educational qualifications upon request. WHO is committed to diversity and encourages applications from women, persons with disabilities, and nationals of underrepresented Member States. The organization maintains a smoke-free environment and has a zero-tolerance policy towards sexual exploitation and abuse.