Administrative Support

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 focuses on strategic priorities such as achieving sustainable health outcomes, strengthening health systems, and enhancing emergency preparedness, surveillance, and health security" style="border-bottom: 1px dotted #007bff !important;">security. WHO operates in numerous countries worldwide, working closely with national health departments and various development partners to address health challenges and improve health services.

Job Overview:
The Administrative Support position at the WHO Country Office in Papua New Guinea involves a variety of administrative and secretarial tasks aimed at facilitating the smooth operation of the office. The incumbent will be responsible for managing correspondence, preparing travel arrangements, and supporting the procurement process for contracts and goods. This role requires a proactive approach to ensure that all administrative functions are executed efficiently and in a timely manner. The position also entails maintaining filing systems, organizing meetings and workshops, and providing support to other team members as needed. The ideal candidate will be expected to demonstrate strong organizational skills, attention to detail, and the ability to multitask effectively in a dynamic work environment.

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 it 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 other contract modalities through Oracle/GSM procurement module, monitoring deliverables, and managing payments.
• 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 necessary documents from internal and external sources.
• Maintaining organized filing systems for easy access to information.
• Screening visitors and telephone calls, managing appointments, and addressing queries with professionalism. 1
• Supporting the organization of team meetings, workshops, and seminars, including preparation of materials and logistics. 1
• Providing backup support to other administrative staff as required. 1
• Performing additional related duties as assigned.

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

• Completion of secondary school education or equivalent.
• A minimum of 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:
Candidates must have completed secondary school education or an equivalent qualification. Higher educational qualifications from accredited institutions recognized in the World Higher Education Database (WHED) are preferred. This includes degrees, diplomas, or certificates relevant to the administrative field.

Experience:
Candidates should possess at least 3 years of relevant experience in administrative or secretarial roles. Experience within 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 and responsibilities effectively.

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 interacting with diverse stakeholders and managing correspondence.

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, along with 30 days of annual leave. The organization is committed to diversity and inclusion, encouraging applications from women, persons with disabilities, and nationals of underrepresented Member States. Candidates may be required to provide proof of vaccination as per WHO guidelines before undertaking assignments. The WHO maintains a smoke-free environment and has zero tolerance for sexual exploitation and abuse, ensuring a safe and respectful workplace.