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. With over 7,000 employees across 150 countries, WHO works in various areas including health promotion, disease prevention, and care, aiming to address global health challenges and improve health outcomes worldwide.

Job Overview:
The Administrative Assistant position within the Division of Health Promotion, Disease Prevention and Care (PPC) is crucial for supporting the operational functions of the Department of Environment, Climate Change, One Health and Migration (ECO). The role involves a variety of administrative tasks that ensure the smooth functioning of the department. The incumbent will be responsible for managing correspondence, organizing meetings, and maintaining filing systems, among other duties. This position requires a proactive approach to problem-solving and the ability to work independently while also being a team player. The Administrative Assistant will play a key role in facilitating communication within the department and with external stakeholders, ensuring that all administrative processes are executed efficiently and effectively. The successful candidate will be expected to handle sensitive information with discretion and maintain a high level of professionalism at all times.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include, but are not limited to: receiving visitors and telephone calls with tact and discretion; providing background information for appointments; monitoring requests for goods and services; drafting general or administrative correspondence; verifying outgoing correspondence for compliance with WHO standards; analyzing incoming correspondence and requests; ensuring technical reports meet WHO standards; managing human resources tasks such as contract renewals; initiating procurement contracts through Oracle/GSM; assisting in budget monitoring and financial reporting; maintaining filing systems; arranging meetings and seminars; preparing travel requests and reservations; and performing other related duties as required. The role demands a high level of organization, attention to detail, and the ability to multitask effectively under pressure.

Required Qualifications:
Candidates must possess strong organizational and office skills, including proficiency in note-taking and minute writing. A sound knowledge of WHO and UN administrative rules and regulations is essential, along with the ability to work independently and exercise discretion in handling confidential matters. The ideal candidate should also demonstrate strong communication skills and the ability to work collaboratively within a team. Familiarity with Oracle-based or other ERP systems is considered an asset, as is relevant experience in a UN agency.

Educational Background:
The minimum educational requirement for this position is the completion of secondary school education or its equivalent. While not mandatory, additional qualifications or certifications in administration or related fields may enhance a candidate's application.

Experience:
The position requires a minimum of 5 years of experience in secretarial or administrative roles. Relevant experience within WHO or another UN agency is highly desirable. Candidates with experience in Oracle-based or other ERP systems will have an advantage in the selection process.

Languages:
Expert knowledge of English is essential for this role, along with intermediate knowledge of French. Candidates with intermediate knowledge of another UN language will be considered favorably. The language requirements are interchangeable, allowing for flexibility in language proficiency among applicants.

Additional Notes:
This position offers an attractive remuneration package, including an annual net base salary starting at CHF 79,603, subject to mandatory deductions for pension contributions and health insurance. Staff members are entitled to 30 days of annual leave. The contractual status of the selected candidate will determine whether a fixed-term or temporary appointment is offered. The WHO is committed to diversity and inclusion, encouraging applications from women, persons with disabilities, and nationals of underrepresented Member States. The organization also emphasizes the importance of ethical standards and integrity in its workforce, with a zero-tolerance policy towards any form of abusive conduct. Candidates are required to confirm their vaccination status as part of the recruitment process.