Programme Assistant – World Health Organization (WHO)

Background

The World Health Organization (WHO) is the specialized agency of the United Nations with objectives to promote health, keep the world safe and serve the vulnerable. The WHO Botswana Country Office supports the Ministry of Health and Wellness (MoHW) in health actions for formulating, implementing and evaluating national health policies, strategies and plans, setting norms and standards, improving knowledge dissemination and management, monitoring the country health situation and building sustainable institutional capacity. WHO Botswana also collaborates with the Government in stewardship and advocacy for healthier populations through addressing the determinants of health, and for achieving universal health coverage to ensure accessible, affordable and quality health services for all.

Post Title: Programme Assistant

Grade: G6

Duty Station: Gaborone, Botswana

Duration of Contract: 5 months (15th July to 15th December 2021)

Type of Contract: Special Services Agreement (SSA)

 

Purpose of the position

The position will support the work of the UHC/Life Course (ULC) and the Communicable and Non communicable Cluster (UCN) as related to administrative activities, programmatic activities and coordinating actions with members of the team under the overall guidance of the Cluster Coordinators and Operations Officer.

1. Functions

As a Programme Assistant, the incumbent will work on the basis of general instructions, own experience and precedents, following WHO or department­specific procedures and practices, rules and regulations, to ensure smooth workflow. The incumbent will seek advice on unusual matters. Most of the work is checked for accuracy and relevance by the incumbent, technical officers and the Cluster Coordinators for the achievement of results and quality in generalbefore submission. Specific assignments are checked by the originator.

1. Key deliverables

• Analyze correspondence and requests received, highlight incoming documents and attach background information and identify areas requiring action by Program Managers, drawing attention to important issues. Schedule meetings of Programme Administrators, according to schedules and needs; take minutes of meetings and follow up on issues requiring action to ensure prompt response to WHO requests.
• Keep a record and maintain appropriate filing systems of incoming requests from MoHW and AFRO/HQ and keep track of the deadlines.
• Draft memos to the government and other institutions for the nomination of participants to meetings and follow up on the nominations with the relevant institutions.
• Ensure that technical reports and documents are in line with WHO standards, rules, practices and procedures, editing and correcting them as necessary before reviewing them by technical officers.
• Organize the administrative preparation of activities, including cost estimates, travel requests; assist in the preparation of documents; sending materials and liaising with participants and others involved.
• Perform other related duties as required or directed, including support to the Administration.

1. Education and Experience

Essential: Completion of secondary school education or equivalent followed by administrative training on office procedures.

Desirable: The ideal candidate should have excellent oral and written communication skills.

Essential: At least 5 years of relevant experience.

Desirable: Previous work experience in the UN system or other international organizations.

1. Language Skills and competencies

• Fluency in English is essential and Setswana is desirable.
• Communicating credibly and effectively.
• Foster integration and teamwork.
• Produce results.
• Manage resources effectively.