Administrative Assistant – World Health Organisation
Location: Pretoria, Gauteng
Closing Date: 08 June 2020
OBJECTIVES OF THE PROGRAMME
The general objectives of the Accounts and Finance Management are to provide effective budget and finance support services to WHO programmes and administration as well as support the management of financial assets of the organization in the Africa Region in compliance with organization-wide policies and procedures.
PURPOSE OF THE POSITION
As Administrative Assistant to the Digital Finance Team, the incumbent will coordinate administrative services and support the smooth running of the Team.
DESCRIPTION OF DUTIES
Under the direct supervision of the Head of Assurance and Control:
GENERAL: Oversee and monitor the information flow of the Digital Finance Team, screening, sorting, and identifying areas requiring action by the Head of Assurance and Control. Ensure effective and timely follow up on requests for information, briefings and other actions emanating from the Team, liaising with units/teams, as appropriate. Receive visitors and telephone calls with tact and discretion, and act according to the nature and urgency of each, including redirecting as appropriate. Provide background information for appointments with official visitors and/or staff members. Maintain the agenda and calendar of the Team by scheduling meetings and/or rescheduling owing to disruption by unforeseen events, redirect visitors and callers as necessary. Disseminate information on administrative procedures to Team members and assist staff in adhering to WHO administrative procedures. Monitor requests for goods and services, including receipt, payment and inventory requirements. Coordinate and monitor office space requirements in liaison with relevant units as required
CORRESPONDENCE: Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance. Verify that outgoing correspondence is presented in accordance with WHO and department styles and checking language, grammar and accuracy prior to submitting for signature and clearance. Analyze incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of the Team members’ needs, or redirecting them as appropriate; identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items. Ensure that technical reports and documents are in line with WHO standards, rules, practices and procedures, editing and correcting them as necessary prior to their submission for signature or clearance of relevant authority. Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.
FINANCE: Submit payment request to GSC and monitor payments against invoices and receipts.
FIXED ASSETS: Act as the focal point for Asset Management at the Team level.
HUMAN RESOURCES: Perform leave administrator function for the Team.
INFORMATION MANAGEMENT: In close collaboration with other support staff, create and/or maintain filing systems; execute continual review of filing system to ensure information is up to date and effectively and efficiently used. Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.
MEETING ADMINISTRATION: Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions. Schedule team meetings, according to schedules and need; taking minutes and following up on action points to ensure timely response to the requests.
PROCUREMENT AND TRAVEL: Raising registrations in the GSM system. Follow up on the receipts of the goods/services and enter the receipts in the system. Monitor encumbrances. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.
OTHER DUTIES: Perform other related duties as required or instructed, including providing support to other areas of work.
Essential: Completion of secondary school education or equivalent technical or commercial education.
Desirable: Secretarial/administrative training including typing and note taking
Essential: A minimum of eight years of relevant work experience.
Desirable: Experience in administrative support positions in WHO or another UN agency. Experience in Oracle-based or other ERP systems
• Excellent organizational and time management skills.
• Good analytical skills.
• Sound planning skills.
1. Producing Results
2. Communicating in a credible and effective way
3. Knowing and managing yourself
4. Respecting and Promoting individual and cultural differences
5. Fostering integration and teamwork
Use of Language Skills
Essential: Excellent knowledge of English
Desirable: Working knowledge of French
How to apply
Click here to apply