Administrative Associate

OBJECTIVES OF THE PROGRAMME

The incumbent works under the direct supervision of the Senior Operations Officer, in close collaboration with other staff in the Country Office, as well as technical and administrative counterparts in the Regional Office. 

S/he plays a central role in ensuring the effective delivery of operational support services, including procurement, finance, human resources, travel, logistics, and office administration. S/he operates with a significant degree of independence, exercising sound judgment in interpreting and applying WHO rules, policies, and procedures to support programme implementation. 

The incumbent is expected to provide clear and timely advice to colleagues on administrative and operational matters, propose solutions to operational challenges, and support compliance with organizational standards.The role requires flexibility, initiative, and the ability to manage competing priorities in a high-pressure environment. The incumbent may be asked to brief new staff, train support personnel, and coordinate with service providers. S/he ensures operational continuity, particularly during peak periods, country-related events, or emergency situations. Guidance from the supervisor is sought on policy-level issues or exceptional cases that may set a precedent. S/he contributes to strengthening internal processes by identifying areas for improvement and proposing innovative approaches to enhance efficiency and effectiveness in support of the Country Office's mandate.
 

DESCRIPTION OF DUTIES

1. Check and follow up on the Country Office's general emails, taking necessary actions. Provide support and input to the Operations Officer on planning, resource allocation, financial management, human resources, procurement, and general administration.

2. Provide support to the Operations Officer in preparing and monitoring the office running costs budget. Ensure sufficient budget and cash flow for recurring costs and necessary one-time investments to facilitate smooth operations in a safe and secure office environment.

3. Provide administrative support in the operational planning and development of projects and work plans, assisting the Operations Officer throughout the project lifecycle.

4. Verify obligating documents by cross-checking relevant information from GSM or other online systems, ensuring the availability of funds, updating files, clearing obligating documents, checking for completeness, and following up on missing elements.

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5. Support the Operations Officer in coordinating the mid-term reviews and the end-of-biennium closure exercise for the Country Office.

6. Support the Operations Officer in coordinating and following up on the Country Office's HR-administrative issues. Act as the Leave Administrator for all staff, handling protocol work related to visas, MOFA cards, and work permits for international and national staff.

7. Initiate, check, and follow up on purchase requisitions for procurement of goods and services required for the WHO office operational work plan. Conduct market research, evaluate offers, participate in vendor selection, negotiate with local suppliers (price, deadline, payment terms), ensure smooth delivery, assist in contract management, support timely receipts and payments, and report on fixed assets in collaboration with relevant colleagues.

8. Act as the focal point for asset management, assisting in tracking, reporting, verification, and other fixed asset processes.

9. Draft routine and non-routine correspondence independently or based on instructions. Finalize correspondence and reports for signature. Analyze incoming correspondence and requests, researching, obtaining, and attaching background information where required, or redirecting them as appropriate. Draw the supervisor's or senior staff's attention to urgent items and deadlines.

10. Serve as the focal point for organizing meetings in the Country Office as needed. Contribute to the organization of large-scale, high-level, international meetings related to the Country Office's work and coordinate logistics for both on- and off-site meetings.

11. Participate in UN-related committees in the country, such as the One UN Admin Team, salary surveys, or others.

12. Support Travel requests/Travel Claims operations team and surge staff, including assistance with hotel bookings and transportation arrangements.

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13. Support the implementation of grant LOAs, from contract preparation and due diligence phases to agreement closure. This includes tracking reporting and payment dates, verifying financial reports, and arranging third-party monitoring activities.

14. Draft minutes for operations meetings, Local Compliance, and Risk Management Committee meetings.

15. Support the Operations Officer in follow-ups on compliance-related matters and control activities.

16. Supervise administrative processes and ensure operational efficiency in assigned areas.

17. Perform other related duties as required or instructed, including providing support to other areas of work as assigned within the general remit of this position.
     

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school or equivalent.
Desirable: Relevant higher education or post-secondary training courses in office, accounting and/or management related areas.
 

Experience

Essential: At least 8 years of progressively responsible experience in the administrative field.
Desirable: Demonstrated experience in an using all Microsoft tools. Demonstrated experience in an international environment or institution.Relevant experience within WHO or in the UN.
 

Skills

• Strong organization and office skills, as well as skills in note taking and minutes writing.

• Strong skills to work independently.

• Sound knowledge and skills in using a variety of office and computer packages.

• Ability to multitask and work under pressure, in a fast-paced environment.

• Ability to identify and manage one's own emotions, as well as helping others to do the same.
   

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Ensuring the effective use of resources
Producing results
 

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Arabic.
Desirable: 

 

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at USD 26,452 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.
 

ADDITIONAL INFORMATION

• Staff members who have been separated as a result of the 2025 Prioritization and Realignment Process will be given special consideration.

• This vacancy notice may be used to fill other similar positions at the same grade level.

• Only candidates under serious consideration will be contacted.

• A written test and/or an asynchronous video assessment may be used as a form of screening.

• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. 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/. Some professional certificates may not appear in the WHED and will require individual review.

• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and eManual.

• The Director-General retains the discretion to not make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description, including shortening the duration of the appointment.

• WHO is committed to creating a diverse and inclusive environment of mutual respect. WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.

• WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.

• Persons with disabilities may request reasonable accommodations (modifications or adjustments to the application or recruitment process) to support their participation in the application and recruitment process. Please send an email to reasonableaccommodation@who.int with your full name, the vacancy number you are applying for, and specific details of the accommodation needed in your request.

• An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.

• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.

• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

• For information on WHO's operations please visit: http://www.who.int.

• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.

• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.

• Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

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