Roster – Programme Assistant

Provides full administrative support to the assigned WHO programme in Yemen. Duties include drafting correspondence, managing travel arrangements, monitoring project budgets, organizing meetings, and maintaining communication with stakeholders.

Responsibilities

• Provide full administrative support to the assigned programme including drafting, reviewing and revising correspondence, reports and documents.
• Prepare and process travel requests for team members using GSM, arrange visa issuance, security clearance, flight and hotel bookings, and follow up on travel related issues.
• Scan, record, refer and follow up correspondence and documents, evaluate urgency and inform responsible staff.
• Monitor implementation of country activities, project/programme budget levels and financial expenditures using GSM; initiate and process transactions including procurement of goods and services.
• Compile background material for planning, monitoring and evaluation exercises; maintain and update filing of technical documents and correspondence.
• Finalize administrative and logistics preparations for meetings and pay per diem to participants as appropriate.
• Respond to telephone enquiries, assess technical issues and direct them to appropriate staff; coordinate appointments and maintain computerized information systems.
• Brief colleagues on office administrative processes; assist or replace administrative staff as needed; participate in field visits if required.

Requirements

• Completion of secondary education supplemented by secretarial training.
• University degree in business administration, social sciences or related field is an asset.
• At least five years' progressive administrative experience.
• Relevant experience in the UN system is desirable.
• Good filing and organizational skills.
• Ability to maintain good working relationships with staff, experts and visitors.
• Demonstrated ability to translate routine correspondence into English.
• Very good time management and stress management skills.
• Knowledge of WHO rules, manuals, practices, procedures and WHO Style Guide applicable to the administrative level is an asset.
• Expert knowledge of English.
• Expert knowledge of Local language.

Skills

• Secretarial Skills
• Administrative Support
• Filing and Organization
• Drafting Correspondence
• Travel Arrangement Processing
• Project Budget Monitoring
• Meeting Organization
• Stakeholder Communication
• Time Management
• Stress Management
• English Translation
• Knowledge of WHO rules and procedures
• English Language Proficiency
• Local Language Proficiency

Languages

English, Local language