Assistant Operations Officer

Application deadline date has been passed for this Job.
This job has been Expired

Assistant Operations Officer

  • Post Date:February 18, 2022
  • Views 586
0 Applications
  • Career Level Assistant
    Qualification Diploma
    Experience 1-3 Years
  • Industry Non Governmental
Job Description

Grade: No grade
Contractual Arrangement: Special Services Agreement (SSA)
Contract Duration (Years, Months, Days): 6 months
Closing Date: Feb 22, 2022, 12:59:00 AM
Primary Location: Zimbabwe-Harare
Organization: AF_ZWE Zimbabwe
Schedule: Full-time

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.

Purpose of the Position:

As Assistant to the OO (Operations Officer), the incumbent will coordinate administrative support services in the WHO Country Office and ensure the smooth running of the office of the OO.

Job Description:

Objectives of the Programme and the immediate Strategic Objectives

  • Country Management Support Units (CSU) have been established in the organizational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.

Organizational context (Describe the individual role of the incumbent within the team, the guidance and supervision received, and training or briefing provided to others)

  • The incumbent works on the basis of general instructions, own experience, and precedents, following WHO or CSU-specific procedures and practices, rules, and regulations, to ensure smooth workflow in the team/department. The incumbent is encouraged to seek guidance for unusual issues. Most of the work is controlled for correctness and appropriateness by the incumbent. Work is reviewed on an ad hoc basis by supervisors for meeting expectations and overall quality; correspondence is signed or cleared by originator. The incumbent is relied upon to brief colleagues on WHO CO specific administrative procedures and practices.

Summary of Assigned Duties: (Describe what the incumbent has to do to achieve main objectives)

GENERAL

  • Oversee and monitor the information flow of the office of the WR, screening, sorting, analyzing, and identifying areas requiring action by the WR.
  • Ensure effective and timely follow up on requests for information, briefings, and other actions, emanating from the office of the WR, liaising with units/teams, as appropriate.
  • Receive visitors and telephone calls with tact and discretion and acts according to the nature and urgency of each, including redirecting as appropriate.
  • Provide background information for appointments with official visitors and/or staff members.
  • Maintain WR’s agenda and calendar by scheduling meetings and/or rescheduling owing to disruption by unforeseen events, redirects visitors and callers as necessary.
  • Disseminate information on administrative procedures to GS staff in the team/department and assist staff of in adhering to WHO administrative procedures.
  • Monitor requests for goods and services, including receipt, payment, and inventory requirements.
  • Coordinate and monitor office space requirements in liaison with relevant units as required.

CORRESPONDENCE

  • Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance.
  • Verify that outgoing correspondence is presented in accordance with WHO and department styles and checking language, grammar, and accuracy prior to submitting for signature and clearance.
  • Analyze incoming correspondence and requests in the light of background material, instructions, policies, and precedents, researching, obtaining, and attaching background information in anticipation of the responsible officer’s needs, or redirecting them as appropriate; identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items.
  • Ensure that technical reports and documents are in line with WHO standards, rules, practices and procedures, editing and correcting them as necessary prior to their submission for signature or clearance of relevant authority.
  • Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.

HUMAN RESOURCES

  • Monitor leave and attendance records, as required.

INFORMATION MANAGEMENT

  • In close collaboration with other support staff, create and/or maintain filing systems; continual review of filing system to ensure information is up to date and effectively and efficiently used.
  • Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.
  • Coordinate compilation of technical documents requested of and provided by professional staff, to ensure they are logically compiled, formatted, and assembled to facilitate the work of the Director.

MEETING ADMINISTRATION

  • Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including preparing event plans in GSM/Oracle, letters of invitation, cost estimates and travel requests; assisting with preparation of documents; dispatching of materials and liaising with participants and others involved.
  • Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions.
  • Schedule team/departmental meetings, according to schedules and need; taking minutes and following up on action points to ensure timely response to the requests of the WHO and preparation of minutes.