Administration Assistant at WHO, Riga, Latvia

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Deadline: 29 September 2018

World Health Organization (WHO) is currently seeking applications from eligible applicants for the post of Administration Assistant in Riga, Latvia. The duration of this post is 1 year.

The primary role of WHO is to direct and coordinate international health within the United Nations system.

Key Jobs Responsibilities

The Administration Assistant  will perform the following functions-

  • Draft correspondence and documents in consultation with the Head of Office.
  • Independently compose and finalize correspondence of administrative nature.
  • Revise correspondence, reports, and documents for proper form and (non-technical) content.
  • Scan, record, refer and follows up correspondence and documents, evaluates the urgency or critical nature of items, and bringing them to the attention of the responsible staff.
  • Inform and remind responsible staff of follow-up dates and deadlines for response or specific actions, supplying supporting material as appropriate.
  • Maintain financial records for the Country Office; prepares and submits financial reports to WHO/EURO; completes cash/advance reconciliations; manages the Country Office e-Imprest account and petty cash.
  • Using GSM, monitors aspects of the implementation of country activities and availability of funds for project/programme budget levels and financial expenditures, according to the approved country work plan. Assembles draft background for planning, monitoring and evaluation exercises.
  • Make administrative arrangements for country and intercountry activities with regard to preparation of standard contracts (APW, DFC, etc.) as per the established EURO guidelines, recruitment of consultants and temporary advisers, designation/redesignation of WHO Collaborating Centres, and arrangements of study tours and duty travel in accordance with the approved programme budget/collaborative programmes with the country.
  • Assist in the organization of meetings held in-the country (working groups, seminars/courses, workshops, and symposia), i.e.: makes general administrative preparations, including organization of practical local arrangements and advance transport of documents/equipment; arranges hospitality as appropriate.
  • Provide administrative and secretarial support during the meetings, and pays per diem to participants as appropriate (not obligatory).
  • Prepare reports to ensure all activities are well documented as well as administrative reports.
  • Establish and maintain the filing system of technical documents and correspondence. Creates background files and compiles reference material as appropriate.
  • Establish and update a proper computerized information system on on-going collaboration, counterparts, WHO Collaborating Centres, activities of other international organizations.
  • Access and retrieve information from relevant databases and updates as required. Responsible for sending information to WHO/EURO on a regular basis.
  • Respond to and acts on telephone enquiries in a timely manner.
  • Assess the critical nature of technical enquiries and refers them to appropriate staff for reply.
  • Coordinate appointments for Head of Office and organizes programmes for visitors.
  • Maintain WHO documentation modules (if applicable) and all WHO documentation in consultation with the WHO Documentation Centre as applicable.
  • Ensure that information is properly disseminated.
  • Provide briefing and guidance to general service and professional staff on general office practices and procedures; assists/replaces colleagues in the team and performs other related duties as required.

Eligibility Criteria

Applicants must have-

  • Equivalent to graduation from secondary school or equivalent technical or commercial school.
  • At least 5 years of progressively responsible experience in the secretarial/administrative field.
  • Secretarial/administrative training, or equivalent work-related experience, including typing and proven skills on standard office software and note taking.
  • Basic training in accounting principles. Work with computerized systems and databases.
  • Expert knowledge of English.
  • Intermediate/working knowledge of local language of duty station.
  • Nationality of Latvia.

How to Apply

Applicants must submit their applications through online process.

For more information, please visit WHO.