Administrative Support

Job Posting Organization:
The World Health Organization (WHO) Country Office in Papua New Guinea collaborates closely with the National Department of Health and various development partners to promote health goals aimed at improving the health of the citizens of Papua New Guinea. The organization focuses on three strategic priorities: achieving sustainable health outcomes, strengthening health systems, and enhancing emergency preparedness, surveillance, and health security" style="border-bottom: 1px dotted #007bff !important;">security. WHO is a specialized agency of the United Nations established in 1948, with a mission to ensure that all people can attain the highest possible level of health. The organization operates in over 150 countries and employs thousands of staff worldwide, working towards global health initiatives and responses to health emergencies.

Job Overview:
The Administrative Support position is crucial for the smooth operation of the WHO Country Office in Papua New Guinea. The incumbent will be responsible for a variety of administrative tasks that support the office's functions and ensure effective communication and organization within the team. This role requires a proactive approach to managing correspondence, travel arrangements, and procurement processes, as well as maintaining filing systems and supporting the organization of meetings and events. The successful candidate will be expected to work independently and collaboratively with other staff members, demonstrating strong organizational skills and attention to detail. The position also involves drafting correspondence and reports, which necessitates a good command of language and grammar. Overall, the role is designed to facilitate the administrative functions of the office and support the achievement of WHO's health objectives in the region.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support position include:

• Receiving, screening, tracking, and distributing incoming correspondence, ensuring that relevant background information is attached and forwarding to the appropriate staff members.
• Drafting replies to general and administrative correspondence based on instructions or personal initiative.
• Preparing travel requests for official WHO travel using GSM/SAP Concur, making flight and hotel reservations, and managing travel files.
• Initiating contracts for consultants and monitoring the receipt of deliverables and payments through Oracle/GSM procurement module.
• Collaborating with senior administrative staff to monitor deadlines and ensure timely responses to correspondence and queries.
• Typing, editing, and formatting technical reports and documents in accordance with WHO standards.
• Conducting information searches and obtaining documents from various sources as required.
• Maintaining organized filing systems for easy access to information.
• Screening visitors and telephone calls, managing appointments, and answering queries with professionalism. 1
• Supporting the organization of team meetings, workshops, and seminars, including preparation of materials and logistics. 1
• Replacing other support staff as needed. 1
• Performing additional related duties as assigned, including providing support to other teams within the department.

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

• Completion of secondary school education or equivalent.
• At least 3 years of relevant experience in secretarial or administrative roles.
• Desirable experience includes working with WHO or another UN agency and familiarity with Oracle-based or other ERP systems.
• Strong organizational skills and proficiency in a variety of office and computer software packages.
• Ability to multitask and work independently when necessary.
• Formal or self-training in standard office software is essential, along with training in Oracle-based systems being an asset.

Educational Background:
The educational background required for this position is the completion of secondary school education or an equivalent qualification. Candidates with higher educational qualifications may be given preference, especially if obtained from institutions recognized in the World Higher Education Database (WHED).

Experience:
Candidates should have a minimum of 3 years of relevant experience in administrative or secretarial roles. Experience within the WHO or another UN agency is considered an asset, as is familiarity with Oracle-based or other ERP systems. The role requires a demonstrated ability to manage multiple tasks effectively and to work independently when required.

Languages:
Excellent knowledge of written and spoken English is mandatory, along with proficiency in the local language being advantageous. Strong communication skills are essential for this role, as the incumbent will be required to draft correspondence and interact with various stakeholders.

Additional Notes:
This position is subject to local recruitment and will be filled by candidates from the local commuting area of the duty station. The WHO offers an attractive remuneration package, including an annual net base salary starting at PGK 45,625, subject to mandatory deductions for pension contributions and health insurance. Employees are entitled to 30 days of annual leave. The WHO is committed to diversity and inclusion in its workforce and encourages applications from women, persons with disabilities, and nationals of underrepresented Member States. Candidates may be required to undergo a written test or video assessment as part of the selection process. Additionally, candidates must confirm their vaccination status as required by WHO before undertaking any assignment.