Senior Management Office (SMO) 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 in more than 150 countries, WHO works in various areas including disease prevention, health systems strengthening, and emergency response. The organization operates in multiple countries, providing support and guidance to governments and health authorities to improve health outcomes globally.

Job Overview:
The Senior Management Office (SMO) Assistant plays a crucial role in supporting the Country Management Support Units (CSUs) within the WHO framework. This position is designed to assist managers and staff in fulfilling their responsibilities in the Global Management System (GSM) environment. The SMO Assistant will ensure compliance with organizational policies, procedures, rules, and regulations related to administrative and financial matters. The role involves managing office operations, providing program support, and facilitating effective communication within the organization. The SMO Assistant will be expected to maintain high standards of professionalism and efficiency while managing various administrative tasks, including correspondence, document management, and logistical arrangements for meetings and travel.

Duties and Responsibilities:
The duties and responsibilities of the Senior Management Office Assistant include:

• Office Management: Reviewing incoming correspondence, ensuring proper routing, drafting replies, and maintaining compliance with WHO standards. Developing tracking tools for deadlines and managing electronic filing systems.
• Programme Support: Monitoring the implementation of work plans, managing budgets, and preparing financial and technical reports. Providing administrative support for evaluations and contract preparations.
• Meeting Administration: Coordinating logistics for meetings, seminars, and workshops, including document preparation and travel arrangements.
• Other Duties: Managing visitor interactions, telephone calls, and providing support in other areas as needed.
• Ensuring adherence to deadlines and maintaining communication with technical units and stakeholders.

Required Qualifications:
Candidates must possess a high school diploma along with training in Administration and Office Automation. A Bac 2 in Administration and Office Automation is desirable. Essential qualifications include at least 8 years of experience in a recognized public or private institution, with a preference for candidates who have experience in administrative management within WHO or another UN agency. Familiarity with Oracle-based systems or similar ERP systems is considered an asset. Candidates should demonstrate in-depth knowledge of modern office procedures and practices, as well as the ability to manage correspondence with external partners effectively.

Educational Background:
The educational background required for this position includes a high school diploma as a minimum requirement, with additional training in Administration and Office Automation being essential. A Bac 2 in the same field is desirable, indicating a higher level of education and specialization in administrative functions.

Experience:
The position requires a minimum of 8 years of relevant experience in administrative roles within recognized institutions. Experience in administrative management of offices, particularly within WHO or other UN agencies, is highly desirable. Familiarity with Oracle-based systems or similar ERP systems is an added advantage, as it indicates the candidate's ability to navigate complex administrative environments effectively.

Languages:
Expert knowledge of Portuguese is essential for this position, as it is the primary language of communication. Intermediate knowledge of English and French is desirable, as it may facilitate communication with international stakeholders and enhance collaboration within the organization.

Additional Notes:
The position offers an attractive remuneration package, including an annual net base salary starting at XOF 15,695,000, subject to mandatory deductions for pension contributions and health insurance. Staff members are entitled to 30 days of annual leave. The recruitment process is subject to WHO's regulations, and candidates may be required to undergo a written test or video assessment. WHO is committed to diversity and encourages applications from women, persons with disabilities, and nationals of underrepresented Member States. The successful candidate will be expected to adhere to WHO's ethical standards and may be required to provide proof of vaccination as part of the hiring process.