WHO Administrative Assistant

Background

*Purpose of the position:

The healthcare system in Gaza faces significant challenges due to the ongoing war and collapse of the healthcare system. Thousands of patients in Gaza urgently need medical evacuation (MEDEVAC).

The World Health Organization (WHO) is seeking to recruit an administrative assistant to provide administrative and operational support to the medical evacuation team and medical evacuation registry, ensuring the smooth functioning of daily operations and contributing to the overall success of the registry.

*Organizational Setting 

The Administrative Assistant works under the direct supervision of the medical evacuation team leader and the general guidance of the WHE team lead or the relevant technical officer. The supervisor gives instructions on non-routine matters and ensures on-going support through job training and technical guidance. Routine tasks are performed independently within detailed guidelines. Overall supervision received is focused on the successful delivery of client oriented and efficient execution of operational services.  

Duties and Responsibilities

The scope of work includes the following, which are subject to be modified according to needs:

Overall Responsibilities:

1. Administrative Support

• Provide comprehensive administrative support to the Medical Evacuation Program team.
• Organize and maintain program files, documents, and records.
• Handle routine office tasks such as filing, photocopying, and scanning.

2. Communication and Coordination:

• Serve as the primary point of contact for administrative inquiries related to the Medical evacuation Program.
• Facilitate communication between program staff, medical teams, and external stakeholders.
• Schedule and coordinate meetings, appointments, and travel arrangements.

3. Documentation and Reporting

• Assist in the preparation and distribution of reports, presentations, and other program-related documents.
• Maintain accurate records of medical evacuation requests, actions taken, and outcomes.
• Ensure timely and organized filing of all program documentation.

4. Data Management

• Enter and update data related to medical evacuations in the MEDEVAC registry.

5. Logistical Support:

• Manage the inventory of office supplies and equipment, ensuring availability and proper maintenance.

6. Support and Assistance

• Assist the Medical Evacuation Coordinator and other team members with administrative tasks as needed.
• Provide support in responding to urgent requests and emergencies.
• Perform any other duties as assigned to ensure the smooth operation of the program.

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Competencies

Competencies:

• Teamwork

• Respecting and promoting individual and cultural differences

• Communication

• Knowing and managing yourself

• Moving forward in a changing environment

Required Skills and Experience

EDUCATIONAL BACKGROUND

Essential: Bachelor’s degree in health-related field.

FUNCTIONAL KNOWLEDGE & SKILLS

• Proficiency in computer applications. 

• Good filing and organizational skills.

• Ability to maintain good working relationships with staff, and stakeholders.

• Very good time management and stress management skills.

• Knowledge of WHO rules, manuals, practices, procedures.

LANGUAGE SKILLS

Fluency in English, and Arabic.

WHO HAS A NON-SMOKING WORK ENVIRONMENT

APPLICATION DETAILS

Applications must be submitted by Aug 22nd 2024

Type of contract: LICA- UNOPS

Duration: six months with a possibility of extension.

Applications must be in English and include your CV.

Only Palestinians are eligible to apply.