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's mission is 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 aims to ensure that all people can attain the highest possible level of health, focusing on health systems, disease prevention, and health promotion.

Job Overview:
The Administrative Assistant position within the Division of Business Operations (BOS) at WHO is designed to support the organization's work in the European Region. The role involves providing administrative support across various functions, including human resources, finance, procurement, and information management. The incumbent will work under general instructions and is expected to utilize their experience and knowledge of WHO procedures to ensure smooth workflow in their assigned area. The position requires a proactive approach to managing correspondence, appointments, and administrative tasks, ensuring compliance with WHO standards and enhancing the productivity of health technical programs and country offices.

Duties and Responsibilities:
The incumbent will be responsible for a wide range of administrative duties, including but not limited to: receiving visitors and telephone calls with discretion, providing background information for appointments, monitoring requests for goods and services, drafting correspondence, verifying outgoing documents for compliance with WHO standards, analyzing incoming correspondence, ensuring timely appointment and renewal of contracts, initiating procurement contracts through Oracle/GSM, assisting in budget monitoring, creating and maintaining filing systems, coordinating meetings and seminars, preparing travel requests, and performing other related duties as required. The role demands strong organizational skills, attention to detail, and the ability to manage multiple tasks under pressure.

Required Qualifications:
Candidates must possess strong organizational and office skills, including proficiency in various office and computer packages. Knowledge of WHO and UN administrative rules and regulations is an asset. The ability to multitask, exercise discretion, and manage confidential information is essential. Emotional intelligence and the ability to work independently are also important for this role. Candidates should demonstrate effective communication skills and the ability to work collaboratively within a team.

Educational Background:
The essential educational requirement for this position is the completion of secondary school education. A university degree or professional training in a relevant area is desirable, as it may enhance the candidate's qualifications for the role.

Experience:
Candidates must have at least three years of work experience in secretarial or administrative positions. Experience within the UN system or an international office environment is desirable, as is familiarity with Oracle-based or other ERP systems. This experience will help the candidate navigate the complexities of the administrative functions required by the position.

Languages:
Proficiency in English is mandatory, and knowledge of additional languages, particularly those relevant to the WHO's operations in the European Region, is considered an asset. This could include languages such as French, Spanish, or Russian, which may enhance communication with diverse stakeholders.

Additional Notes:
The position offers an attractive remuneration package, including an annual net base salary starting at 22,290 USD, subject to mandatory deductions. Staff members are entitled to 30 days of annual leave. The WHO is committed to creating a diverse and inclusive environment and encourages applications from women, persons with disabilities, and nationals of underrepresented Member States. The recruitment process may include a written test or video assessment, and candidates will need to provide proof of their educational qualifications. The position is subject to local recruitment, and candidates must be located within the commuting area of the duty station.