[WHO] Senior Management Office (SMO) Assistant
Ente: WHO - World Health Organization
Scadenza: 2026-09-10
Paese: INTL
Descrizione
Senior Management Office (SMO) Assistant Provide administrative support including office management and program assistance. WHO - World Health Organization Open positions at WHO Bissau ( Guinea-Bissau ) Senior Show advice for this position Application deadline in 12 days : Wednesday 9 Sep 2026 at 21:59 UTC Open application form Overview Provide administrative support including office management and program assistance. You have: High school diploma and training in Administration and Office Automation. At least 8 years of experience in a recognized public or private institution. Experience in administrative management of offices is desirable. Expert knowledge of Portuguese is essential. Intermediate knowledge of English is desirable. Intermediate knowledge of French is desirable. Knowledge of modern office procedures and practices. Ability to manage correspondence with external partners is highly desirable. Contract This is a G-6 contract. This kind of contract is known as General Service and related categories . It is normally only for nationals . It usually requires 6 years of experience , depending on education. More about G-6 contracts . AI Application Assistant: Maximize your UN job search. AI Application Assistant Details OBJECTIVES OF THE PROGRAMME Country Management Support Units (CSUs) have been established in the organisational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system. DESCRIPTION OF DUTIES Office management •Review incoming correspondence and ensure routing to responsible officers, attaching background documents and highlighting areas requiring action; draft replies on general and administrative matters; ensure outgoing correspondence and reports conform to WHO standards; develop tracking tools to follow up target dates and deadlines. •Coordination and maintenance of the Planning and Programme Management network calendar.•Create and/or maintain electronic filing systems and ensure updated information; obtain documents and information from in-house and external sources and perform information searches as required. •Provide guidance to other staff on office procedures and WHO standardsProgramme support •Provide support in the monitoring implementation of the work plan, including timely information on budget ceiling/award budgets, monitor income and expenditure, and funds available; follow up on financial/budgetary issues and ensure timely processing of committal documents; assist in the preparation of financial and technical progress reports to donors.•Provide administrative support, including logistic arrangements for missions in countries, coordinate and maintain a repository of the current and previous documents, and provide information to PMO/RO on a regular basis. •Provide administrative support in the conduct of evaluations, including initiation of evaluation proposals, convening of the technical working group, facilitating Request for Proposals, coordination with the technical and supplies unit, facilitating CRC if necessary, compiling the data received, and presenting to the supervisor for analysis. •Prepare contracts for consultants, Agreement for Performance (APW), Technical Services Agreements (TSA), and General External Services requests (GES); record receipt of deliverables and initiate and monitor payment. •Initiate requisitions for goods procurement and record receipt of deliverables. •Administrative support in the development of and reporting on the Key Performance Indicators for the Programme Areas, as well as priority Flagship areas, follow-up with technical units, coordinate meetings with technical units, and finalization of KPIs, including update of related information systems. •Coordinate and assist other Program assistants on timely technical monitoring and submission of inputs for Mid-term review and Programme Budget Performance Assistant on GSM and reporting in the VFM PB Tool. •Administrative support in conducting the ad hoc, mid-term, and end-of-biennium Programme Budget Performance Assessment and coordinate and assist in the follow-up with units, clusters, and cross-cutting areas, ensuring finalization of reports in prescribed formats and adherence to deadlines.Meeting Administration/Duty Travel •Coordinate administrative preparation for meetings, seminars, and workshops, ensuring all necessary documents and travel requests are sent to participants; prepare relevant documents and power-point presentations. •Obtain briefing and prepare background materials for meetings, seminars, workshops, etc., and ensure complete documentation is provided to the unit staff attending the meeting. •Prepare travel requests for official travel, make flight and hotel reservations, prepare travel files and ensure logistic arrangeme
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