Administrative Assistant

Job Posting Organization:
The World Health Organization (WHO) Country Office in Papua New Guinea is dedicated to promoting health and well-being among the citizens of Papua New Guinea. The organization collaborates closely with the National Department of Health and various development partners to achieve global and regional health goals. The WHO's strategic priorities include achieving sustainable health outcomes, strengthening health systems, and enhancing emergency preparedness, surveillance, and health security" style="border-bottom: 1px dotted #007bff !important;">security. The organization operates in numerous countries worldwide, focusing on improving health systems and outcomes through collaborative efforts and strategic initiatives.

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 ensuring the smooth implementation of health programs and activities. The incumbent will be responsible for reviewing and processing financial transactions, monitoring project budgets, and ensuring compliance with WHO financial regulations. Additionally, the Administrative Assistant will assist in the preparation and management of work plans, support the organization of meetings, and maintain electronic filing systems. The role requires a proactive approach to problem-solving and the ability to work effectively within a team to achieve the organization's objectives.

Duties and Responsibilities:
The incumbent will perform a range of duties including but not limited to: reviewing obligating documents, undertaking reconciliations, and preparing financial reports; processing transactions in the enterprise resource planning (ERP) system; monitoring the implementation of country activities and drawing attention to any issues; facilitating the management of Direct Financial Cooperation (DFC) activities; executing assurance activities to verify the appropriate use of funds; supporting the preparation and monitoring of team work plans; screening and reviewing contractual materials; tracking and administering client-support systems; providing administrative support for meetings; and maintaining the team's electronic filing system.

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 capacity 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 within a diverse team are also critical for success in this role.

Educational Background:
The minimum educational requirement for this position is equivalent to graduation from secondary school. Additional training in Enterprise Resource Planning (ERP) systems, finance management, accounting, and administration is desirable. Candidates with further training or skills in spreadsheets, Power BI, and report writing will have an advantage in the selection process.

Experience:
Candidates should have at least eight years of experience providing administrative assistance in program implementation and management. Experience working within a UN organization is considered desirable and will be beneficial for applicants.

Languages:
Excellent knowledge of English and the local language is essential for this position. Proficiency in additional languages may be considered an asset 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 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 prior to the interview. WHO is committed to diversity and inclusion, encouraging applications from women, persons with disabilities, and nationals of underrepresented Member States. The organization adheres to strict ethical standards and has a zero-tolerance policy towards harassment and abuse.