Administrative Assistant – (2308136)
Grade: G6
Contractual Arrangement: Temporary appointment under Staff Rule 420.4
Contract Duration (Years, Months, Days): Up to 12 months (subject to availability of funds, satisfactory performance and continuing need for the position)
Job Posting
: Sep 12, 2023, 9:35:09 AM
Closing Date
: Oct 4, 2023, 12:59:00 AM
Primary Location
: Jordan-Amman
Organization
: EM_YEM WHO Representative’s Office, Yemen
Schedule
: Full-time
DESCRIPTION OF DUTIES
- Compose, draft and prepare on own initiative or from instructions a wide variety of correspondence, financial documents, payment instructions, signatory letters for signature
- Extract data from a wide range of sources; to prepare and consolidate related briefings, progress reports and spreadsheets. Provide basic translation assistance from and to the local language.
- Responsible for asset management in WCO by ensuring regular updates of asset register and coordinating collation of related data from the field office.
- Serve as the focal point for managing service providers for WCO including the shared cost for UN agencies by ensuring contracts are issued and renewed on a timely basis, complete the supplier evaluation forms, and timely payments.
- Serve as a focal point for building services ensuring proper maintenance of WRO buildings and equipment, reporting on assets inventory, and attending to the repair and maintenance of vehicles.
- Verify and approve booked itineraries and issued Travel Requests (TRs) to ensure compliance with travel policy, relevant entitlements, applicable deals, and best travel practices.
- Verify travel agent’s invoices for payment against the agreement and applicable airline deals, and initiate related payment instructions.
- Liaise with GSC issuance and closures of travel-related purchase orders, monitor and record receipt of PTC-related deliverables, and follow up on payments as needed.
- Ensure effective and timely action and follow-up on issuance, extension, and renewal of UNLPs and UNFCs.
- Process and follow-up requests for visas for WHO travelers.
- Respond to queries by providing information, advice, and guidance on rules and regulations related to travel area.
- Attend non-technical meetings with representatives from other UN agencies, MOPH, etc. related to administrative issues, as required, and follow-up on recommendations.
- Guide and brief all staff and non-staff on WHO rules and procedures; provide on-the-job training for administrative support staff.
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary education supplemented by training in administration and/or travel related resources.
Desirable: University degree in public or business administration or related field.
WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/.
Experience
Essential: At least eight years of relevant experience in the area of administration including travel industry
Desirable: Relevant experience in the UN system.
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