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Qualifications

Background and Justification

The WHO Regional Emergency Hub plays a critical role in supporting preparedness and response to public health emergencies across the region. Efficient administrative systems and operational support are essential to ensure smooth implementation of program activities, compliance with WHO policies, and timely delivery of results.

Given the complexity of coordination, logistics, and operational tasks within emergency programmes, there is a need for dedicated administrative support to strengthen workflow efficiency, enhance coordination, and maintain compliance with WHO administrative, financial, and operational procedures.

Purpose of the Post:

The WHO Regional Emergency Hub supports preparedness and response activities for public health emergencies. To ensure efficient operations and compliance with WHO administrative, financial, and operational procedures, administrative support is required to facilitate coordination, logistics, and office management functions.

Objectives of the Programme and of the immediate unit or field activity (Overview of the programme):

The mission of WHO’s Health Emergencies Programme (The Programme)/WHE/EPR is to build the capacity of Member States to manage health emergency risks and, when national capacities are overwhelmed, to lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery to affected populations.

The Management & Administration Unit of the Health Emergencies Programme is responsible for effective management and administrative support for the emergencies programme and for ensuring that WHO emergency operations are rapidly and sustainably financed and staffed. This consists of the provision of high-quality, predictable administrative services (i.e. HR, Finance, work planning, grant management) to the Emergency Programme, including during emergency response, as well as effective monitoring of (and compliance with) SOPs, leading to continuous improvement and business process excellence.

Organizational Context (Describe the work environment, the role of the individual within the team – team member, specialist, adviser, facilitator, coordinator/manager, representative, expert, authority in the field, etc; available guidelines and degree of independence in decision making, and nature and purpose of contact within and outside the Organization):

The World Health Organization (WHO) leads global efforts to promote health, protect populations, and respond to public health emergencies. The Emergency Preparedness & Response (EPR) Cluster focuses on strengthening countries’ readiness to respond to health emergencies through preparedness planning, surveillance systems, and coordinated response mechanisms.

Within this framework, the WHO Regional Emergency Hub serves as a coordination platform supporting emergency preparedness and response operations. The Administrative Assistant functions as a team member providing administrative and operational support, ensuring that logistical, procurement, and coordination processes run efficiently.

The incumbent operates under established WHO rules, regulations, policies, and SOPs, with a moderate level of independence in prioritizing tasks while ensuring compliance. The role requires frequent interaction with internal units (operations, finance, HR, procurement) and external stakeholders (government entities, partners, vendors, and service providers) to support programme delivery.

Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives; include main achievements expected):

Under the supervision of the Operation Officer, the incumbent provides administrative and operational support to ensure the effective functioning of the WHO Regional Emergency Hub.

Summary of assigned duties:

The incumbent is assigned to all of the following responsibilities, which are performed as needed:

1. Meeting and Event Coordination

• Organize and coordinate meetings, workshops, and training sessions for the Hub.
• Prepare agendas, background materials, and meeting documentation.
• Record minutes and ensure follow-up on agreed action points.
• Manage participant registration and logistics using systems such as CVENT.
• Arrange venues, catering, equipment, and materials in line with WHO procedures.

2. Travel and Logistics Management

• Process Travel Requests (TRs) and expense claims in SAP Concur.
• Coordinate travel arrangements including flights, accommodation, visas, and transport.
• Provide logistical support for staff, consultants, and meeting participants.
• Ensure compliance with WHO travel policies and timelines.

3. Procurement Support and Compliance

• Initiate and process procurement requests in line with WHO rules and regulations.
• Procure office supplies, equipment, and services required by the Hub.
• Raise and monitor purchase orders, including imprest POs (office and staff related POs).
• Liaise with vendors and follow up on timely delivery of goods and services.

4. Office and Facilities Management

• Oversee daily office operations including maintenance, cleaning, and repairs.
• Coordinate with facility management entities such as KUTRRH on shared services.
• Ensure office equipment and supplies are available and properly managed.
• Assist in the management of office inventory

5. Protocol and Administrative Support

• Draft routine correspondence, minutes and administrative documentation.
• Prepare Note Verbale and support protocol-related processes.
• Facilitate visa processing and official clearances for staff and visitors.

6. Coordination and Reporting

• Provide weekly administrative updates to the supervisor.
• Liaise with WHO operations units on finance, procurement, and HR matters.
• Coordinate with external stakeholders including partners, vendors, and government entities.
• Support documentation and record-keeping in accordance with WHO standards.
• Any other duty as may be delegated by your supervisor.

RECRUITMENT PROFILE

Competencies (Describe the core, management or leadership competencies required - See WHO competency model – list in order of priority, commencing with the most important ones – identify a minimum of three and a maximum of five competencies):

1. Communicating in a credible and effective way
2. Respecting and promoting individual and cultural differences
3. Efficient use of resources
4. Fostering integration and teamwork

Functional Skills and Knowledge (Describe skills and knowledge specific to the post):

• Strong organizational and administrative skills with attention to detail.
• Ability to manage multiple tasks and prioritize effectively under pressure.
• Good communication and interpersonal skills with the ability to interact with diverse stakeholders.
• Knowledge of administrative procedures, procurement processes, and travel management systems.
• Ability to work independently while maintaining compliance with organizational policies.

Education (Qualifications):

Essential:

• Completion of secondary school education or equivalent.

Desirable:

• First Degree in Finance, Management, Business Administration, or related field from an accredited/recognized institute. Training in secretarial tasks and/or in an administrative field is desirable.

Experience:

Essential:

• At least three (3) years of relevant administrative experience.
• Experience supporting operations, logistics, or programme implementation.
• Experience in coordinating meetings, travel, and procurement processes.
• Strong organizational and time management skills.
• Capacity to work effectively under pressure and meet deadlines.

Desirable:

• Prior experience working with the United Nations, the Pandemic Fund, World Bank, or similar mechanisms is an asset.

Languages:

• Excellent knowledge of French
• Working knowledge of English or Portuguese would be an asset.

Other Skills (e.g. IT):

• Proficiency in Microsoft Office applications, particularly PowerPoint and Excel.
• Good general knowledge of Enterprise Resource Planning (ERP) systems.