Administrative Assistant

Under the supervision of the Operations Officer and general guidance of the WHO Representative, work is performed in a typical office environment. Work is assigned by supervisor who gives instructions on non-routine matters. Routine tasks are performed independently. Work is reviewed upon completion for overall accuracy, timeliness and attainment of objectives. Established guidelines are available and work environment is reasonably well structured. However, there may be unusual situations in which the incumbent may be required to interpret existing procedures to develop a particular course of action.

Under the direct supervision of the Operations Officer, the UN Volunteer will undertake the following tasks:
1. Assist in preparing and processing travel requests for team members using GSM (Global Service Management)/BMS (Business Management System), arrange for visa issuance, security clearance, flight and hotel bookings, and follow up on travel-related issues for national and international missions.
2. Receive visitors and telephone calls with tact and discretion, prioritizing according to importance and/or urgency, and provide background information or redirect as appropriate.
3. Contribute to the initiation of contracts and requisitions for goods and services in GSM/BMS systems, monitor and record receipt of deliverables, and initiate and monitor payments as needed.
4. Liaise with staff, contractors, and service providers to address any outstanding issues.
5. Support the establishment and maintenance of electronic files and controlled reference materials.
6. Maintain a record of incoming queries and correspondence, determine priority, bring to the attention of the responsible staff member, and follow up on actions and responses.
7. As part of the team, provide administrative and operational support for in-person and virtual meetings, seminars, and workshops, including the preparation of correspondence and documentation as needed.
8. Brief colleagues on general office administrative processes. Assist or replace administrative staff in the team and perform other related duties as required. Participate in field visits if required.