WHO Programme Assistant

Job Posting Organization:
The World Health Organization (WHO) was established in 1948 as a specialized agency of the United Nations. Its mission is to connect nations, partners, and people to promote health, keep the world safe, and serve the vulnerable. WHO aims to ensure that everyone, everywhere can attain the highest level of health. The organization leads global efforts to expand universal health coverage, coordinates responses to health emergencies, and promotes healthier lives across all age groups. WHO's ambitious Triple Billion targets aim to achieve good health for all by using science-based policies and programs. The organization operates worldwide, with a focus on promoting health, ensuring safety, and serving vulnerable populations.

Job Overview:
The WHO Programme Assistant will play a crucial role in supporting the effective presence of WHO in Djibouti. This position involves implementing WHO country cooperation strategies that align with the health and development agendas of Member States and harmonize with the United Nations country teams. The Programme Assistant will provide comprehensive administrative support to the assigned programme, ensuring that all tasks are executed efficiently and in accordance with WHO standards. This role is essential for maintaining the smooth operation of the programme and facilitating communication and coordination among team members and external stakeholders.

Duties and Responsibilities:
The incumbent will be responsible for a variety of administrative tasks, including:

• Providing full administrative support to the assigned programme, which includes drafting, reviewing, and revising correspondence, reports, and documents. The Programme Assistant will consult with the supervisor to ensure proper format and content.
• Preparing and processing travel requests for team members, which involves using the GSM system to arrange visa issuance, security" style="border-bottom: 1px dotted #007bff !important;">security-clearance" style="border-bottom: 1px dotted #007bff !important;">security clearance, flight and hotel bookings, and following up on travel-related issues for both national and international missions.
• Scanning, recording, referring, and following up on correspondence and documents, evaluating their urgency, and bringing critical matters to the attention of responsible staff.
• Monitoring the implementation of country activities and financial expenditures according to the approved workplan, initiating and processing transactions in GSM, including procurement of goods and services.
• Compiling background material for planning, monitoring, evaluation, and communication exercises, maintaining and updating filing systems for technical documents and correspondence.
• Finalizing administrative and logistics preparations for meetings, workshops, and seminars, including managing per diem payments for participants.
• Responding to telephone inquiries in a timely manner, assessing the critical nature of technical issues, and directing them to appropriate staff.
• Briefing colleagues on general office administrative processes and assisting or replacing administrative staff as needed. Participation in field visits may also be required.

Required Qualifications:
Candidates must possess strong organizational and administrative skills, with the ability to manage multiple tasks efficiently. Proficiency in drafting and reviewing documents is essential, along with experience in using administrative systems such as GSM. The role requires excellent communication skills, both written and verbal, and the ability to work collaboratively within a team. Attention to detail and the ability to prioritize tasks effectively are also critical for success in this position.

Educational Background:
A minimum of a secondary education is required, with a preference for candidates who have completed higher education in a relevant field such as public health, administration, or management. Additional training or certifications in administrative support or project management 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 health-related field. Experience in managing travel arrangements and using administrative systems is highly desirable.

Languages:
Fluency in English and French is mandatory, as these are the working languages of WHO in Djibouti. Knowledge of additional languages, particularly Arabic, would be considered an asset and beneficial for communication with local stakeholders.

Additional Notes:
This position is based in Djibouti and is intended for candidates residing in the country. The role is a volunteer position with a monthly Volunteer Living Allowance (VLA) of DJF 296,333, along with annual and learning leaves, medical and life insurance, and free access to various learning platforms. The position may require participation in field visits and is expected to contribute to the overall mission of WHO in promoting health and well-being in the region.