Assistant Administratif

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, the WHO has a mission to promote health, keep the world safe, and serve vulnerable populations. The organization operates in over 150 countries and has more than 7,000 employees worldwide. The WHO's primary goal is to ensure that all people can attain the highest possible level of health, which includes addressing health emergencies, promoting universal health coverage, and advancing health equity.

Job Overview:
The Assistant Administratif position at the WHO in Dakar is designed to provide comprehensive administrative and financial support within the context of an institutional resource planning system (ERP). The role involves direct administrative and financial assistance to program managers and staff members, ensuring that all transactions comply with the rules, regulations, and policies of the WHO. The incumbent will be responsible for high-quality administrative, organizational, documentation, and logistical support to the WHO Representative's Office in Dakar. This includes managing correspondence, coordinating meetings, missions, and official events, maintaining institutional documents, and rigorously tracking decisions and strategic actions. The Assistant will contribute to the daily operational efficiency of the Clusters by ensuring effective administrative coordination among technical programs, support functions, and external partners. The position requires a proactive approach to ensure quality, compliance, and timely submission of documents, as well as proper management of physical and electronic records.

Duties and Responsibilities:
The Assistant Administratif will undertake a variety of responsibilities under the supervision of the Operations Officer, including:

• Administrative Management of Clusters: - Support the daily management of Clusters; - Maintain a physical and electronic filing system in accordance with WHO procedures; - Draft official correspondence for the Cluster Head's review; - Prepare administrative files for meetings, official missions, and high-level visits; - Organize internal Cluster meetings and regional/international meetings sponsored by the Cluster; - Ensure deadlines for actions requiring Cluster attention are met; - Initiate requisitions in the Global Management System (GSM/SPM); - Produce dashboards to track correspondence, meetings, and decisions; - Take notes during meetings and follow up on recommendations.
• Financial Support: - Assist program officers in initiating and reviewing budgets for financial support to the national party; - Verify payment documents before processing in the ERP; - Certify invoices for services contracted by the Cluster; - Monitor payment collections from beneficiaries; - Archive financial, budget, procurement, and logistics documents; - Conduct weekly bank reconciliations for the office's bank account.
• Procurement Support: - Prepare and submit the Cluster's procurement plan; - Contribute to the preparation of RFPs for the Cluster; - Serve as secretary for the Local Procurement Committee; - Archive procurement-related documents; - Submit procurement requisitions for goods and services.
• Logistics and Protocol Support: - Initiate travel arrangements for Cluster members, including eMemos for missions, travel requests, tickets, visas, etc.; - Support the organization of official visits concerning the Cluster; - Liaise administratively between the Cluster and HR, Budget & Finance, Procurement, Travel, Protocol, and security" style="border-bottom: 1px dotted #007bff !important;">security-services" style="border-bottom: 1px dotted #007bff !important;">Security services.
• Quality Control of Documents: - Ensure quality control of all documents submitted to Cluster heads before receipt or transmission for review and signature; - Verify compliance of documents with WHO standards for presentation, format, content, references, validation, and approval process; - Ensure documents are complete, coherent, well-written, and accompanied by required supporting documents; - Maintain a consolidated calendar of key Cluster activities.
• Other Responsibilities: - Take notes during meetings, submit minutes, and follow up on recommendations; - Execute any other tasks assigned by Cluster heads as part of the office's activities.

Required Qualifications:
Essential qualifications include a secondary school diploma with a specialization in Public Administration, Business Management, Administrative Management, International Relations, Social Sciences, or a related field. Desirable qualifications include a Bachelor's degree in the aforementioned fields. Training in electronic archiving, information management, or document management would be an asset. Candidates should possess strong communication skills, the ability to manage multiple priorities, and a commitment to promoting individual and cultural differences in a multicultural environment. Essential skills include professional writing techniques, mastery of basic administrative procedures, and proficiency in office tools and compliance rules to ensure reliable and structured task management.

Educational Background:
Candidates must have at least a secondary school diploma with a specialization in relevant fields such as Public Administration, Business Management, Administrative Management, International Relations, or Social Sciences. A Bachelor's degree in these areas is desirable. Additional training in electronic archiving, information management, or document management is considered an asset.

Experience:
Candidates should have a minimum of 5 years of experience in office administration, executive assistance, budget and financial management, program coordination, procurement, and logistics. Desirable experience includes digitalization or electronic document management, managing correspondence, meetings, and executive agendas, as well as experience in archiving, filing, and managing administrative documents. Experience within the United Nations system or an international organization is preferred, particularly in a senior management office or with a senior executive.

Languages:
Essential language requirements include excellent proficiency in French (spoken and written). Desirable language skills include good proficiency in English, with the ability to draft emails, minutes, and administrative correspondence.

Additional Notes:
The position is based in Dakar, Senegal, and may require travel within the country for data collection purposes. The remuneration is based on the local salary scale of the UN system applicable in Senegal (SSA, grade G5). The expected duration of the contract is six (06) months. Special consideration will be given to staff members separated due to the 2025 Prioritization and Realignment Process. This vacancy notice may also be used to identify candidates for other similar consultancies at the same level. Only candidates under serious consideration will be contacted, and a written test may be used as a screening method. Candidates selected for interviews will need to provide scanned copies of their required educational qualifications. The WHO is committed to diversity and inclusion, encouraging applications from women, persons with disabilities, and nationals of underrepresented Member States. Candidates with disabilities can request reasonable accommodations to participate in the recruitment process. An impeccable record of integrity and professional ethical standards is essential, and WHO has a zero-tolerance policy towards sexual exploitation and abuse, sexual harassment, and other forms of abusive conduct.