Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Pemba
Country: Mozambique
Deadline Date:

Job Details

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 has a mission 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's Health Emergencies Programme aims to help countries prevent, prepare for, detect, respond to, and recover from health emergencies and outbreaks.

Job Overview:
The Administrative Assistant position within the WHO Health Emergencies Programme is crucial for providing operational support in the daily administrative and financial management of the sub-office. This role involves managing the Imprest account, organizing meetings, and ensuring the maintenance of office premises. The incumbent will work under the supervision of the Operations Officer and the Management and Administration Officer, closely collaborating with the Incidence Manager or provincial coordinator. The primary objective is to ensure timely support for field operations, particularly in financial transactions, office management, and reporting, adhering to WHO's financial rules and regulations.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a variety of tasks including:

• Providing operational support for the daily running of the sub-office, focusing on budget preparation, financial transactions, transport planning, asset management, and office maintenance.
• Administering the E-Imprest and ensuring proper implementation of financial procedures and internal controls according to WHO rules.
• Selecting and entering data from various documents, ensuring accuracy in calculations, and attaching necessary supporting invoices and receipts.
• Processing suppliers' invoices and monitoring payment requests, ensuring all supporting documents are attached and compliant with the delegation of authority.
• Monitoring unliquidated financial charges and ensuring timely closure of purchase orders.
• Following up with the Global Service Centre on payments due to suppliers.
• Verifying financial transactions and reporting status to ensure compliance with financial rules and regulations.
• Organizing administrative preparations for internal and external meetings, including business plans, invitations, cost estimates, and travel requests.
• Assisting in document preparation and liaising with participants. 1
• Performing any other duties assigned by the supervisor.

Required Qualifications:
The position requires the following qualifications:

• Essential: Completion of secondary education with equivalent administrative certification or training.
• Desirable: A university degree in business administration, accounting, program management, or humanities. Training in the administrative systems of a United Nations agency is also desirable.

Educational Background:
Candidates must have completed secondary education with relevant administrative certification. A university degree in a related field such as business administration or accounting is preferred. Training in UN administrative systems is a plus.

Experience:
Candidates should have a minimum of five years of experience in finance and administration within a UN agency or a recognized public or private institution. Experience in an international or multilateral organization is advantageous.

Languages:
Essential: Expert knowledge of Portuguese is required. Desirable: Working knowledge of English is preferred, as it may facilitate communication in a diverse work environment.

Additional Notes:
The position offers a competitive remuneration package starting at USD 94,000 annually, with additional benefits including a variable post adjustment, annual leave, allowances for dependents, home leave, and education grants for children. The WHO is committed to diversity and inclusion, encouraging applications from women, persons with disabilities, and nationals of underrepresented member states. Candidates must confirm vaccination status as required by WHO before employment. The organization promotes a smoke-free environment and does not recruit tobacco users.