Administrative Assistant
We are currently seeking a dedicated professional to join our team in Nigeria as a Zonal Administrative Assistant. The World Health Organization (WHO) serves as the directing and coordinating authority for health within the United Nations system. For decades, WHO has provided pivotal leadership in global health matters, shaping the health research agenda, setting international norms and standards, articulating evidence-based policy options, offering critical technical support to countries, and continuously monitoring and assessing health trends worldwide.
Job Title: Zonal Administrative Assistant
Location: Nigeria
Employment Type: Full-time
Objectives of the Programme
The WHO country team in Nigeria is committed to fostering technical cooperation, stimulating interest, and coordinating assistance for health development in alignment with global and regional strategies and WHO guidelines. The team also plays a crucial role in the collection, analysis, and dissemination of health information, ensuring that data-driven decisions can be made to improve health outcomes across the nation.
Description of Duties
The Zonal Administrative Assistant will be expected to perform a wide range of duties, ensuring the smooth functioning of administrative, financial, and operational processes within the team. Below are the key responsibilities:
Financial Responsibilities
- Review and Reconciliation: Carefully review obligating documents, perform reconciliations, and prepare detailed financial reports as required.
- Transaction Processing: Efficiently review and process transactions in the enterprise resource planning (ERP) system, ensuring accurate and timely follow-up with relevant parties for receipt of deliverables and payment finalization.
- Budget Monitoring: Monitor the implementation of country activities, focusing on deadlines, project/program budgets, and financial expenditures. Promptly report any discrepancies, inconsistencies, or delays to the supervisor.
Administrative Responsibilities
- Team Work Plans: Assist in the preparation and monitoring of team work plans within the ERP system, ensuring alignment with organizational goals.
- Office Management: Oversee the smooth running of administrative functions, maintain an up-to-date status of office space, and serve as the office space focal point for the department.
- Procurement Coordination: Manage purchase requests for services and goods, working closely with colleagues to ensure ordered services meet organizational needs and standards.
- Client Support System: Administer the team’s client-support/response system, monitor the flow of information, and ensure timely processing of requests and correspondence.
- Meeting Support: Provide comprehensive administrative support for organizing internal and external meetings. This includes preparing letters of invitation, documents, cost estimates, travel requests, and liaising with participants and stakeholders.
- Documentation and Reports: Compile and ensure the availability of necessary documentation for team meetings, seminars, and workshops. Write and disseminate meeting reports.
- Filing System: Establish and maintain an efficient electronic filing system for technical documents and correspondence, ensuring easy retrieval and secure storage of information.
Required Qualifications
Education
- Essential: Completion of Secondary Education or equivalent training.
- Desirable: University Degree in Business Administration, Social Sciences, or a related field. Additional training in United Nations Systems is an advantage.
Experience
- Essential: A minimum of eight years of progressively responsible work experience in an administrative role, with a focus on the administrative field.
- Desirable: Relevant experience within WHO or the broader United Nations system. Familiarity with enterprise resource planning systems is an asset.
Skills
- Proficiency in the use of standard office software, effective note-taking, and operation of computerized systems and databases.
- Thorough understanding of administrative procedures, practices, rules, and regulations within a UN or WHO country office setting.
- Ability to conduct research, prepare comprehensive reports and briefing materials, and maintain organized filing systems.
- Basic financial accounting skills and the ability to handle financial transactions accurately.
- Competence in training, briefing, and explaining administrative procedures to other staff members.
- Excellent written and verbal communication skills, with the ability to draft routine and non-routine correspondence and reports using proper grammar, punctuation, and style.
- Strong client relationship management skills and a proactive approach to client service.
WHO Competencies
- Teamwork: Demonstrated ability to work collaboratively with colleagues to achieve organizational goals.
- Respecting and Promoting Individual and Cultural Differences: Commitment to treating all individuals with respect and promoting diversity.
- Communication: Effective communication skills, both orally and in writing.
- Producing Results: Ability to deliver high-quality results under tight deadlines.
- Ensuring the Effective Use of Resources: Efficient and effective use of available resources to achieve desired outcomes.
Use of Language Skills
- Essential: Expert knowledge of English.
- Desirable: Working knowledge of French is an advantage, enhancing communication with diverse stakeholders.
Remuneration
The remuneration package includes an annual base salary starting at USD 22,559. This is subject to mandatory deductions for pension contributions and health insurance, as applicable. Additionally, the role offers 30 days of annual leave.
Application Closing Date
Applications must be submitted by June 13, 2024.
Apply Here
Join WHO
Joining WHO offers a unique opportunity to work on the front lines of public health and contribute to significant health improvements globally. As a Zonal Administrative Assistant, you will be a vital part of our mission to promote health, keep the world safe, and serve the vulnerable. We look forward to welcoming a dedicated and skilled professional to our team in Nigeria.
Join our WhatsApp Group for more job and scholarship opportunities
