Programme Assistant

Job Posting Organization:
The World Health Organization (WHO) is a specialized agency of the United Nations established in 194

• Its mission is to connect nations, partners, and people to promote health, keep the world safe, and serve the vulnerable, ensuring that everyone, everywhere can attain the highest level of health. WHO leads global efforts to expand universal health coverage and coordinates the world’s response to health emergencies. The organization operates in 194 Member States across six regions and has a presence in over 150 locations worldwide. WHO's ambitious Triple Billion targets aim to achieve good health for all through science-based policies and programs, making it a pivotal player in global health initiatives.

Job Overview:
The Programme Assistant position within the Zambia WHO Country Office (WCO) is crucial for providing administrative support to the cluster of the WCO Programmes Team. The role involves working under the general supervision of the Cluster Team Leader and the overall guidance of the WHO Country Representative. The Programme Assistant will be responsible for drafting correspondence, coordinating meetings, and ensuring that all outputs meet WHO standards. This position requires a proactive approach to managing correspondence and requests, as well as facilitating the preparation for various meetings, seminars, and workshops. The Programme Assistant will also support the efficient delivery of programs by utilizing monitoring tools to track tasks and deadlines, ensuring timely processing of correspondence and requests. This role is essential for maintaining the operational efficiency of the WHO Country Office in Zambia and contributing to the overall mission of promoting health and well-being in the region.

Duties and Responsibilities:
The Programme Assistant will have a diverse set of responsibilities, including:

• Drafting and initiating correspondence based on guidance from Programme Managers, ensuring all outputs are finalized in accordance with WHO and departmental standards.
• Coordinating the administrative preparation of internal and external meetings, including developing business plans in GSM/Oracle, preparing invitation letters, cost estimates, and travel requests.
• Reviewing and analyzing incoming correspondence and requests, identifying priority issues and areas requiring action by Programme Managers.
• Facilitating preparation for meetings, seminars, and workshops by sourcing and verifying the availability of relevant documents.
• Ensuring technical reports and documents comply with WHO standards, making necessary revisions prior to submission for approval.
• Supporting efficient programme delivery by utilizing appropriate monitoring tools to track tasks and deadlines.
• Processing official travel requests for Programme Managers, including arranging flights and accommodation.
• Providing administrative support to the WHO Representative’s Office when required.
• Performing any other duties as assigned within the scope of responsibilities.

Required Qualifications:
Candidates for the Programme Assistant position should possess strong administrative skills, attention to detail, and the ability to work collaboratively in a team environment. Proficiency in Microsoft Office Suite and familiarity with administrative processes in international organizations are essential. Candidates should also demonstrate excellent communication skills, both written and verbal, and the ability to manage multiple tasks effectively. A strong understanding of WHO's mission and objectives will be beneficial.

Educational Background:
A minimum of a secondary education is required, with a preference for candidates holding a diploma or degree in administration, public health, or a related field. Additional training in project management or international relations would be advantageous.

Experience:
Candidates should have at least two years of relevant experience in administrative support or a similar role, preferably within an international organization or a governmental agency. Experience in coordinating meetings and managing correspondence is essential, as well as familiarity with health-related programs and policies.

Languages:
Fluency in English is mandatory, as it is the working language of the WHO. Knowledge of additional languages, particularly French or Portuguese, would be considered an asset and beneficial for communication with diverse stakeholders.

Additional Notes:
This position is based in Lusaka, Zambia, and may require occasional travel within the country. The role is full-time, and candidates should be prepared to adapt to the local living conditions, which may include power outages and varying access to medical facilities. The WHO offers a competitive compensation package, including benefits such as health insurance and opportunities for professional development.