WHO seeks to recruit an administrative assistant, Congo-Brazzaville – (1804592)  

Important notice :

Objectives of the programme

The main objective is to assist the HRH programme of SDS in the management of the fellowship and in the monitoring and evaluation of the study progress of the fellows.

Description of duties

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 responsible officer’s 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. MANAGEMENT AND MONITORING- Regular follow-up of the fellows and ensure that all the fellows have submitted their reports as well as confidential reports from the training institutions.- Assist in the process of issuing Letters of Award for HSS approval, Award extensions and termination including recruitment process of new fellows – Keep track of the fellows to provide advice and guidance on any technical or administrative problems/issues at any time by various means of communication- Ensure regular update of the situation of each fellow and maintain the database up-to-date.- Produce monthly report and dashboard serving as a monthly monitoring report on the fellows- Ensure the briefing of the new fellows on the entitlements and obligations- Assist the HRH programme in the maintenance and update of the regional HRH database PROCUREMENT AND PAYMENTAssist in the regular basis, payment of the stipends; tuition fees and thesis expense; book grant and – educational support material; health insurance in accordance with WHO fellowship procedures and letters of awards – Ensure sufficient provision of the PATEAO to manage the fellowship- Raise TRs of the fellows in the GSM system in accordance with WHO fellowship procedures- Liaise with the country of origin (WCO) of the fellow, to prepare the departure of the fellow to the country of study: itineraries, tickets, medical and security clearance for the country of study- Liaise with the country of study (WCO), to prepare the travel for vacations and repatriations (termination of the award/study, death,..) – Monitor encumbrances and expenditures of the fellowship.OTHER DUTIES- Perform other related duties as required or instructed, including providing support to other areas of work

Required qualifications

Education

Essential : Completion of secondary school education or equivalent technical or commercial education.
Desirable : Training in statistics, finance, procurement, secretarial tasks and/or in an administrative field is desirable.

Experience

Essential : At least 8 years of relevant working experience.
Desirable : Experience in administrative support positions in WHO or another UN agency an asset. Experience in Fellowship management and GSM system an asset.

Skills

The incumbent maintains and updates proficiency in the use of modern office technology through in-house courses, on-the-job training or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief others and explain procedures.

WHO Competencies

• Teamwork ;
• Respecting and promoting individual and cultural differences ;
• Communication ;
• Knowing and managing yourself ;
• Producing results.
  

Use of Language Skills

Essential : Intermediate knowledge of English. Expert knowledge of French.