Administrative Support

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. With over 7,000 employees in more than 150 countries, WHO works in various areas including health systems, communicable diseases, and non-communicable diseases, among others. The organization aims to coordinate international health responses and provide leadership on global health matters.

Job Overview:
The Administrative Support position is integral to the functioning of the country team, which is tasked with promoting technical cooperation and coordinating health development assistance in alignment with global and regional strategies and WHO guidelines. The role involves managing correspondence, organizing meetings, and ensuring that all administrative tasks are executed efficiently. The incumbent will be expected to analyze incoming documents, prepare necessary materials for meetings, and ensure compliance with WHO standards in all documentation. This position requires a proactive approach to problem-solving and the ability to manage multiple tasks simultaneously while maintaining a high level of accuracy and attention to detail. The successful candidate will also be responsible for monitoring deadlines and ensuring that all correspondence is processed promptly, thereby supporting the overall mission of the WHO in health development.

Duties and Responsibilities:

• Initiate and finalize correspondence projects for Program Managers, ensuring adherence to WHO styles and accuracy before submission.
• Organize administrative preparations for meetings, including business plans, financial documents, and travel requests.
• Analyze correspondence and requests, highlighting important issues and scheduling meetings as necessary.
• Obtain and verify information documents for meetings and ensure Program Administrators have the necessary materials.
• Ensure technical reports conform to WHO standards and edit as necessary before submission.
• Utilize monitoring tools to track deadlines and ensure timely processing of correspondence.
• Prepare travel plans and requests for Program Administrators, including reservations and travel records.
• Track implementation of recommendations from missions.
• Perform additional duties as required, including support to the Administration and the Representative's Office.

Required Qualifications:
Essential qualifications include completion of secondary school followed by administrative training. Desirable qualifications include a university degree in Business Administration or a related field. Candidates should demonstrate proficiency in modern office technology and keep abreast of changes in procedures and practices relevant to the role. Strong organizational skills and the ability to work under pressure are essential.

Educational Background:
The position requires at least a secondary school education with administrative training as a minimum. A university degree in Business Administration or a related field is desirable and may enhance a candidate's application.

Experience:
Candidates must have a minimum of 5 years of experience in a recognized public or private institution. Experience in administrative support roles within WHO or another UN agency is considered an asset. Familiarity with Oracle-based systems or similar ERP systems is also desirable, indicating a level of technical proficiency that is beneficial for the role.

Languages:
Expert knowledge of English is essential for this position, as it is the primary language of communication within WHO. Intermediate knowledge of Swahili is desirable, reflecting the local context and enhancing communication with local stakeholders.

Additional Notes:
The position offers an attractive remuneration package, including an annual net base salary starting at KES 2,764,116, subject to mandatory deductions. The role includes 30 days of annual leave. This vacancy may be used to fill other similar positions at the same grade level. Candidates under serious consideration will be contacted, and a written test or video assessment may be part of the screening process. WHO emphasizes diversity and inclusion in its hiring practices, encouraging applications from women, persons with disabilities, and nationals of underrepresented Member States. The organization has a zero-tolerance policy towards harassment and abuse, and candidates must adhere to high ethical standards. The position is subject to local recruitment and will be filled by individuals from the local commuting area.