Administrative Associate

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. The organization operates in over 150 countries and has a workforce of more than 7,000 employees. WHO aims to achieve universal health coverage, protect people from health emergencies, and promote healthier populations.

Job Overview:
The Administrative Associate plays a crucial role in the operational support services of the WHO Country Office in Sudan. Reporting directly to the Senior Operations Officer, the incumbent is responsible for a wide range of administrative and operational tasks that ensure the smooth functioning of the office. This includes managing procurement, finance, human resources, travel logistics, and general office administration. The role requires a high degree of independence and sound judgment in applying WHO policies and procedures. The incumbent is expected to provide timely advice on administrative matters, propose solutions to operational challenges, and ensure compliance with organizational standards. Flexibility, initiative, and the ability to manage competing priorities in a high-pressure environment are essential. The Administrative Associate may also be involved in training new staff and coordinating with service providers, ensuring operational continuity during peak periods or emergencies. The position contributes to enhancing internal processes and improving efficiency in support of the Country Office's mandate.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Associate include:

• Monitoring and responding to the Country Office's general emails, taking necessary actions.
• Assisting the Operations Officer with planning, resource allocation, financial management, human resources, procurement, and general administration.
• Supporting the preparation and monitoring of the office running costs budget, ensuring sufficient budget and cash flow for operations.
• Providing administrative support in project planning and development, assisting throughout the project lifecycle.
• Verifying obligating documents and ensuring the availability of funds.
• Coordinating mid-term reviews and end-of-biennium closure exercises.
• Acting as the Leave Administrator and handling protocol work related to visas and work permits.
• Initiating and following up on purchase requisitions for goods and services.
• Conducting market research and participating in vendor selection and negotiations. 1
• Managing asset tracking and reporting processes. 1
• Drafting routine correspondence and reports. 1
• Organizing meetings and coordinating logistics for high-level international meetings. 1
• Supporting travel requests and arrangements for staff. 1
• Implementing grant agreements and tracking reporting and payment dates. 1
• Drafting minutes for operations meetings and supporting compliance-related matters. 1
• Supervising administrative processes to ensure operational efficiency. 1
• Performing other related duties as required.

Required Qualifications:
The required qualifications for the Administrative Associate position include:

• Completion of secondary school or equivalent is essential.
• Relevant higher education or post-secondary training in office management, accounting, or related fields is desirable.
• At least 8 years of progressively responsible experience in the administrative field is essential.
• Demonstrated experience using Microsoft tools and working in an international environment is desirable.
• Relevant experience within WHO or the UN is also desirable.
• Strong organizational and office skills, including note-taking and minutes writing, are essential.
• Ability to work independently and manage multiple tasks under pressure is crucial.

Educational Background:
The educational background required for this position includes:

• Essential: Completion of secondary school or equivalent.
• Desirable: Relevant higher education or post-secondary training courses in office management, accounting, or related areas.

Experience:
The level of experience needed for the Administrative Associate position includes:

• Essential: A minimum of 8 years of progressively responsible experience in the administrative field.
• Desirable: Experience in using Microsoft tools and working in an international environment or institution, particularly within WHO or the UN.

Languages:
The mandatory languages for this position are:

• Expert knowledge of English is essential.
• Expert knowledge of Arabic is also essential. Desirable language skills may include additional languages relevant to the region or the organization's operations.

Additional Notes:
Additional notes regarding the position include:

• The position offers an attractive remuneration package, starting at an annual net base salary of USD 26,452, subject to mandatory deductions.
• Staff members receive 30 days of annual leave.
• The position is subject to local recruitment, meaning it will be filled by candidates from the local commuting area.
• WHO is committed to diversity and inclusion, encouraging applications from women, persons with disabilities, and nationals of underrepresented Member States.
• Candidates may be required to provide proof of vaccination as per WHO requirements before undertaking a WHO assignment.