SSA - Programme Assistant (GS.5)

Responsibilities

• Correspondence and Documentation: Initiate correspondence projects based on the orientation of Program Managers. Finalize them according to WHO and departmental styles, ensuring language, grammar, and accuracy are correct before submission for signature.
• Meeting Coordination: Organize the administrative preparation of internal and external meetings. This includes preparing business plans, financial commitment documents in GSM/Oracle, letters of invitation, cost estimates, and travel requests. Assist in preparing documents, sending materials, and liaising with participants.
• Workflow Management: Analyze incoming correspondence and requests, highlight incoming documents, attach background information, and identify areas requiring action by Program Managers.
• Administrative Support: Schedule meetings for Program Administrators according to needs, take minutes of meetings, and follow up on issues requiring action to ensure prompt responses to requests.
• Technical Reporting: Ensure that technical reports and documents conform to WHO standards, rules, practices, procedures, and editing styles. Correct them as necessary before submission to the Representative’s signature.
• Monitoring and Logistics: Use appropriate monitoring tools to ensure deadlines are met. Use GSM to prepare travel plans and travel requests for official travel, including airline and hotel reservations and handling related travel records.
• Mission Tracking: Track the implementation of recommendations from missions.
• General Support: Perform other related duties as required, including support to the Administration and the Representative's Office.

Qualifications and Experience

• Education (Essential): Completion of secondary school followed by Administrative training.
• Education (Desirable): University degree in Business Administration or a related field.
• Experience (Essential): Minimum of 5 years of experience in a recognized public or private institution.
• Experience (Desirable): Experience in administrative support positions within WHO or another UN agency; experience in Oracle-based systems or another ERP-like system.
• Skills: Mastery of modern office technology, keeping abreast of changes in procedures, rules, regulations, and organizational structure to brief other staff members.
• Languages: Expert knowledge of English is essential. Intermediate knowledge of Swahili is desirable.

WHO Competencies

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Moving forward in a changing environment
• Producing results

Remuneration

WHO offers an attractive remuneration package for the General Services category. For this position, the annual net base salary starts at KES 2,764,116 (subject to mandatory deductions for pension and health insurance) and includes 30 days of annual leave.