Administrative Assistant

Mission and objectives

The cooperation between Morocco and the World Health Organization (WHO) is structured around four key strategic priorities, focusing on ensuring access to quality, comprehensive, person-centered health services for the most vulnerable populations to guide Morocco towards Universal Health Coverage. Additionally, it aims to contribute to the Sustainable Development Goals by bolstering public health programs to diminish morbidity and mortality, alongside addressing social and environmental health determinants to tackle inequalities. The collaboration also prioritizes strengthening essential public health functions and health security, and finally, supporting the regionalization dynamic while enhancing the governance of the health sector.

Context

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.

Task Description

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.

Competencies and values

• Accountability • Teamwork • Communication • Ethics and values • Integrity • Respect for diversity • Adaptability and flexibility • Creativity • Judgement and decision-making • Planning and organising • Professionalism • Self-management

Living conditions and remarks

Rabat, the capital, is a peaceful city. People are friendly to visitors. Services in terms of banking, transportation, health and communications are easily available. Road network is good both in terms of spread and quality of the roads. Public transportation in is limited. Taxis are relatively cheap and easily available. There are a number of shopping malls, restaurants, gyms, and cinemas although COVID19 sanitary measures are in application. A large variety of accommodation options can be found. There are no specific security threats. Entitlements for UN Volunteers: 1. Pre-assignment Entry lump sum: USD 350 Relocation costs: USD 175 at the beginning and end of the assignment, if the duty station is outside commuting distance (as determined by UNV) 2. During Assignment Volunteer Living Allowance (VLA): MAD 13,179.16 per month Learning: Access to UNV’s learning and career development resources Annual leave: 2.5 days per month Insurance: Comprehensive coverage for health, life, and malicious acts for the UN Volunteer, as well as health insurance for up to three eligible dependents (subject to eligibility criteria as per the Conditions of Service) 3. End of Assignment Exit lump sum: USD 120 per month served, payable upon successful completion of the assignment