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Job
Title:         Admin Assistant 

Organisation: World Health Organisation (WHO)

Duty Station: Kampala, Uganda

Salary: UGX
63,489,000 /=

About US:

The World Health Organisation (WHO) is the directing and
coordinating authority for health within the United Nations (UN) system. It is
responsible for providing leadership on global health matters, shaping the
health research agenda, setting norms and standards, articulating evidence-based
policy options, providing technical support to countries and monitoring and
assessing health trends.

Job Summary:  The Admin Assistant will be part of the
country team responsible for promoting technical cooperation, stimulating
interest and coordinating assistance for health development based on global and
regional strategies and WHO guidelines. It is responsible for contributing to
the collection, analysis and dissemination of health information

Key Duties and Responsibilities:  

·       
Provide administrative support to all Senior
Management Office (SMO) Cluster Officers.

·       
To support with various correspondence based on
the orientation of the WR and Program Officers in the SMO Cluster; finalizing
necessary documents in accordance with WHO departmental styles and check
language, grammar and accuracy before submission for approval and signature;

·       
Organize the administrative preparation of
internal and external meetings, including the preparation of business plans in
GSM/Oracle, letters of invitation, cost estimates and travel requests; assist
in the preparation of documents; sending materials and liaising with
participants and others involved;

·       
Analyze correspondence and requests received,
highlight incoming documents and attach back ground information and identify
areas requiring action by Program Managers drawing attention to important
issues. Schedule meetings of Program Administrators, according to schedules and
needs; take minutes of meetings and follow-up on issues requiring action to
ensure prompt response to WHO requests;

·       
Obtain information documents for meetings,
seminars, workshops etc. which Program Administrators take part in, verify
their availability and ensure that they have the appropriate information files
and documents;

·       
Ensure that technical reports and documents
conform to WHO standards, rules, practices, procedures and editing style and
correct them as necessary prior to submission for the WHO Representative’s
signature.

·       
Use appropriate monitoring tools, monitor and
ensure deadlines are met and correspondences and requests are analysed and
processed as soon as possible.

·       
Use GSM to prepare requests for official travel
by Program Administrators. Make airline and hotel reservations, prepare travel
records and handle other related matters upon request.

·       
Collaborate and interact with Programme
Assistants in the other Clusters for administrative support related to cross
cutting functions of the SMO Technical Officers whose work is of cross cutting
nature.

·       
Perform other related duties as required or directed,
including support to Administration and WHO Representative’s Office.

Qualifications, Skills and Experience:

·       
The ideal candidates for the United Nations
World Health Organization (WHO) Admin Assistant job should have completed
secondary school, followed by Administrative training and/or Management.

·       
Training in UN systems is an advantage. Proven
skills in drafting and editing required.

·       
A minimum of eight years of experience in a
recognized public or private institution.

·       
Experience in administrative support positions
within WHO or another UN agency is an asset.

·       
Experience in Oracle-based systems or another
ERP system is an asset.

·       
The incumbent will demonstrate mastery;
actualize his/her knowledge in the use of modern office technology through
internal courses, on the job or self-training.

·       
He/she will keeps abreast of changes in
procedures and practices, rules and regulations, organizational structure in
Country Office, organic group and WHO, to be able to brief and explain
procedures to other staff members.

WHO Competencies

·       
Teamwork

·       
Respecting and promoting individual and cultural
differences

·       
Communication

·       
Producing results

·       
Setting an example

·       
Use of Language Skills

·       
Essential: Expert knowledge of English.

How to Apply:

All candidates who so desire to join the United Nations
World Health Organisation (WHO) by sending their online applications to enable
WHO to store their personal profiles in a permanent database. Visit WHO’s
e-recruitment website below and follow the instructions for online application
procedures.

Click
Here

NB: All applicants are encouraged to
apply online as soon as possible after the vacancy has been posted and well
before the deadline stated in the vacancy announcement.

Deadline: 9^th March 2020

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