Admin and Programme Support Officer - NOA at World Health Organization (WHO)

Reference ID: 2106972
Grade: No grade
Contractual Arrangement: Special Services Agreement (SSA)
Contract Duration (Years, Months, Days): 6 Months
Organization: AF_NGA Nigeria

Job Description
Under the overall guidance of the WHO Country Representative and direct supervision of the PEP Cluster Lead, the incumbent of the position will primarily deal with the following tasks:

• Oversee the WHO PEP Cluster Lead’s office correspondence information flow - manage and prioritize outgoing and incoming correspondences. Initiate correspondence or response when appropriate, ensure requisite and timely follow up on actions and provide regular updates to the Cluster Lead.
• Advice and implement measures to address problems encountered in programme execution and administrative support with day-to-day running of the PEP office. Research, prioritize, and follow up on incoming issues and concerns addressed to the Cluster Lead, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Support the documentation of management actions of Monitoring & Evaluation (M&E) Accountability Framework Feedback for all WHO polio field staff - State Coordinators, Cluster Coordinators, LGA Facilitators and Field Volunteers in the 36 States plus FCT in the country.
• Maintain the trend of Accountability Framework results.
• Support the organization of meetings and prepare, produce and post minutes of meetings and follow-up on actions resulting therefrom.
• Render logistic and administrative support in preparation for International missions for all polio staff members, Government officials, WHO temporary advisors, etc.
• Initiate requests for renewal of national and international staff contracts.
• Facilitate documentation and archiving of WHO activities by cluster into shared drive; this includes AF, IQRM documents, training resources, donor reports, surveys etc.
• Maintain human resource database (Cluster, Zone, and State) and training database.
• Provide liaison support between the PEP Cluster Lead, PEP personnel, other Clusters as well as Governmental agencies, international communities, including the UN, e.t.c. by transmitting directives, instructions and assignments and follow up on the status of assignments to facilitate PEI/EPI programme.
• Perform any other duty as assigned by Supervisor.

Education (Qualifications)

• Essential: First University Degree or its equivalent in Public, Business or Secretarial Administration, Economics, Social Sciences.
• Desirable: Professional Certificate in Race, Gender and Equity at Workplace and Certificate in Management Skills & Leadership Development Course would be an added asset.

Experience:

• Essential: At least 1 year of relevant experience in efficiently and effectively managing the Office of an inter-governmental/international organization.
• Desirable:  Relevant experience involving the application of administrative and management principles and Practices within the United Nations System.

Competencies (Describe the core, management or leadership competencies required, with reference to WHO competency model; list in order of priority, commencing with the most important ones; identify a minimum of three and a maximum of five competencies):

• Producing results
• Fostering integration and teamwork
• Communication in a credible and effective way
• Knowing and managing yourself

Functional Skills and Knowledge (Describe skills and knowledge specific to the post):
Functional Skills and Knowledge:

• Ability to multi-task and complete assignments with efficiency, adhering to deadlines and emergency/shifting priorities.
• Ability to Make Decisions without close supervision.
• Ability to act independently and exercise mature judgment.
• Excellent drafting skills
• Excellent IT Skills - Proficient in the use of the Microsoft Office Suite of products.

Languages:

• Fluent in English.

Other Skills (e.g. IT):

• Computer literate and ability to use relevant software and applications.