Overview
The Administrative Associate plays a central role in ensuring the effective delivery of operational support services, including procurement, finance, human resources, travel, logistics, and office administration.
Key Responsibilities
- Check and follow up on 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.
- Prepare and monitor the office running costs budget.
- Provide administrative support in the operational planning and development of projects and work plans.
- Verify obligating documents by cross-checking relevant information from GSM or other online systems.
- Coordinate mid-term reviews and end-of-biennium closure exercises.
- Coordinate and follow up on HR-administrative issues.
- Act as the Leave Administrator for all staff, handling protocol work related to visas, MOFA cards, and work permits.
- Initiate, check, and follow up on purchase requisitions for procurement of goods and services.
- Conduct market research, evaluate offers, participate in vendor selection, negotiate with local suppliers, and assist in contract management.
- Act as the focal point for asset management.
- Draft routine and non-routine correspondence independently or based on instructions.
- Analyze incoming correspondence and requests.
- Serve as the focal point for organizing meetings in the Country Office.
- Contribute to the organization of large-scale, high-level, international meetings.
- Participate in UN-related committees.
- Support Travel requests/Travel Claims operations team and surge staff.
- Support the implementation of grant LOAs.
- Draft minutes for operations meetings, Local Compliance, and Risk Management Committee meetings.
- Support follow-ups on compliance-related matters and control activities.
- Supervise administrative processes and ensure operational efficiency.
- Perform other related duties as required or instructed.
Required Experience
At least 8 years of progressively responsible experience in the administrative field. Demonstrated experience in an international environment or institution. Relevant experience within WHO or in the UN.
Qualifications
Completion of secondary school or equivalent. Relevant higher education or post-secondary training courses in office, accounting and/or management related areas.
