Administrative Assistant.

                                                    The Office of the WHO Representative.

 Date Listed: 14/09/2011 
Area: Dar Es Salaam
Application Deadline: 23/09/2011


Position Description:

Duties:

Under the general supervision of the Administrative Officer, the Administrative Assistant serves as principal assistant for carrying out broad administrative support functions which may include coordination and supervision of clerical and administrative staff engaged in fields of work such as personnel, finance, registry, supply and transportation, as indicated by the requirements and structure of the organization. The incumbent of the post is required to perform the following duties

• Analyze and maintain an overview of the work of the office to ensure that timely administrative support is provided in general and specialized areas. Participates in the recruitment and training of general service staff or specialized and non specialized work and assigns general service staff to work requirements. Review and evaluate work of subordinates directly or through lower level supervisors

• In addition to general administration responsibilities, may also supervise, directly and indirectly, contractors responsible for office and grounds maintenance, security, transport and similar services

• Brief international personnel on general administrative matters, provides advice and ensure administrative support as required

• Advise and assist senior staff in the area of office management. Arrange for and/or attend meetings on day to day administrative matters, participate in discussions of new or revised procedures and practices,interpret and assess the impact of changes and make recommendations for follow-up action

• Prepare correspondence, special reports, evaluations and justifications as required on general administrative or specialized tasks that may be of a confidential nature within assigned area of responsibility;

• Handle the e-imprestaccounts, preparation of Imprest Purchase orders, inventory control, monitoring fuel consumption, supervise the duties of secretaries, drivers and messengers,scrutinise requests from Government, scrutinise the financial reports, attend One UN theme group meetings, attend management meeting in the absence of AO and taking care of all office equipment

• Put in place a proper system of financial records, monitor and follow up on financial reports and preparation of monthly financial implementation report.

• Maintain the tracking system and management of DFCs, also make follow up on DFCs accountability

• Perform other duties as required.

Knowledge and skills:

• Thorough knowledge and understanding of a wide range of administrative policies and procedures is required, together with well developed management and supervisory skills.

• Progressive responsible work experience in several administrative areas, including supervisory responsibilities, is a prerequisite.

• A good knowledge of computer applications

Education and special training:

Bachelor’s degree or advanced Diploma in Business Administration, Management or Accounting or other related training course in finance and business administration is desirable.

Experience (length and nature)

• A minimum of seven years experience of progressive responsible work in Administration and Finance

• Experience in UN Agencies/International NGO is an advantage

Languages:

• Excellent knowledge/Good command of both spoken and written English, and a very good knowledge of the local language(s).

• Knowledge of French will be additional advantage

Salary: GS 7 as per United Nations General Service scales.

Contract Type: Fixed Term


Application Instructions:

Candidates who meet the above requirements are requested to apply including a detailed CV, passport size photograph, copies of certificates and testimonials should be sent to WHO Representative, Attention: Administrative Officer

P.O. Box 9292
Dar Es Salaam, Tanzania