Programme Assistant

Mission and objectives

Founded in 1948, WHO is the United Nations agency that connects nations, partners and people to promote health, keep the world safe and serve the vulnerable – so everyone, everywhere can attain the highest level of health. WHO leads global efforts to expand universal health coverage. We direct and coordinate the world’s response to health emergencies. And we promote healthier lives – from pregnancy care through old age. Our Triple Billion targets outline an ambitious plan for the world to achieve good health for all, using science-based policies and programmes. WHO works worldwide to promote health, keep the world safe, and serve the vulnerable. Our goal is to ensure that a billion more people have universal health coverage, to protect a billion more people from health emergencies, and provide a further billion people with better health and well-being.

Context

To ensure that effective WHO country presence is established to implement WHO country cooperation strategies that are aligned with Member State's health and development agendas and harmonized with the United Nations country teams. National UN Specialist Volunteers in Djibouti are entitled to: • Monthly Volunteer Living Allowance (VLA) at the amount of DJF 296,333 • Annual and learning leaves • Medical and life Insurance • Free access to different learning platforms. For more information on UN Volunteer benefits, entitlements and support, please visit: https://www.unv.org/volunteer-your-country-conditions-service You can check full entitlements at the duty station at https://app.unv.org/calculator.

Task description

The incumbent will perform the following duties: 1. Provide full administrative support to the assigned programme. Draft, review and revise correspondence, reports and documents for proper format and content in consultation with the supervisor. Independently compose correspondence of administrative nature, take notes at meetings, provides informal interpretation/translation when required. 2. Prepare and process travel requests for team members using GSM, arrange for visa issuance, security clearance, flight and hotel bookings, follows up travel related issues of national and international missions. 3. Scan, record, refer and follow up correspondence and documents, evaluate the urgency or critical nature bringing them to the attention of the responsible staff. Inform and remind responsible staff of follow-up dates, response or specific actions, supplying supporting material as appropriate. 4. Using GSM, monitor aspects of the implementation of country activities, funds for project/programme budget levels and financial expenditures, according to the approved country workplan. Initiate and process different transactions in GSM,including procurement of goods and services. Follows up with concerned parties the receipt of deliverables and finalization of payments. 5. Compile background material for planning, monitoring and evaluation, communication (including mini-review) exercises. Maintain and update the filing of technical documents and correspondence (soft/hard copies and databases if applicable). Create background reference material as appropriate for planning, M&E and communication around the assigned projects; access and retrieve relevant material. 6. Finalize all administrative and logistics preparations required for the organization of meetings held in the country (working groups, seminars/courses, workshops) and pay per diem to participants as appropriate (if needed). 7. Respond to and act on telephone enquiries in a timely manner. Assess the critical nature of technical issues and direct them to appropriate staff for reply, coordinate appointments for supervisors, establish and maintain a proper computerized information system on MOH and UN counterparts, WHO Collaborating Centre, etc. 8. Brief colleagues on general office administrative process. Assist/replace administrative staff in the team and perform other related duties as required. Participate in field visits, if required.

Required education level

Bachelor's degree in Essential: Completion of secondary education supplemented by secretarial or business administration training Desirable: University degree in business administration, social sciences, communication or related field is an asset.

Competencies and values

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Skills and experience

Experience Essential: At least five years' progressive administrative experience. Desirable: Relevant experience in the UN system. Skills - Good filing and organizational skills. - Ability to maintain good working relationships with staff, experts and visitors. - Demonstrated ability to translate routine correspondence into English. - Very good time management and stress management skills. - Knowledge of WHO rules, manuals, practices, procedures and WHO Style Guide applicable to the administrative level an asset.

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