WHO Administrative Assistant – Job Advert
📌 Important Details
- 💼 Position: WHO Administrative Assistant
- 🏢 Organisation: World Health Organization (WHO)
- 📍 Location: Harare, Zimbabwe (WHO Country Office)
- 💰 Salary: Competitive UN local salary (G 6 level) commensurate with experience
- 📅 Contract Type: Fixed-term appointment
- 📆 Deadline: Closing date as specified in the official job posting
- 🧾 Functional Role: Administrative and office support across multiple operational areas
The WHO Administrative Assistant position is a key support role within the World Health Organization’s country office in Harare, Zimbabwe. The role provides clerical, administrative, and operational assistance to ensure efficient daily functioning of office activities that support WHO’s mandate in promoting health, preventing disease, and responding to public health challenges in the region.
The WHO Administrative Assistant will collaborate with multi-disciplinary teams, interact with national authorities, partners and vendors, and contribute to the overall effectiveness of WHO’s operations. This job is ideal for candidates with strong organisational skills, attention to detail, and hands-on experience in administrative functions.
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Role Purpose
The primary purpose of the WHO Administrative Assistant is to provide high-quality administrative support to the country office. The position ensures that internal processes and external communication channels operate smoothly, that documentation and records are accurate, and that logistical and operational needs are met promptly. This role helps maintain WHO’s standards of performance, accountability, and professionalism in support of its health programmes.
Key Duties and Responsibilities
The WHO Administrative Assistant will undertake a range of duties, including but not limited to:
Administrative Support
- Provide general clerical and administrative support to programme and operational teams.
- Draft routine correspondence, reports, and documents under the supervision of programme officers.
- Maintain filing systems, ensure records are up to date, and support document retrieval activities.
- Manage internal and external communication, including mail distribution and email tracking.
- Support onboarding of new staff by preparing necessary documentation and orientation materials.
Office Coordination
- Coordinate logistical arrangements for meetings, workshops, and official visits, including venue bookings and participant lists.
- Assist in preparing meeting agendas, minutes, and distribution of information materials.
- Ensure office supplies and equipment are ordered and maintained, tracking inventory and requisitions as needed.
- Support travel planning for staff, including visa facilitation, ticketing, and itinerary coordination.
Financial and Procurement Assistance
- Provide assistance with basic financial procedures, ensuring compliance with WHO financial policies.
- Prepare purchase requisitions, monitor procurement status, and coordinate with vendors and service providers.
- Assist with payment requests, invoice verification, and record maintenance for audit purposes.
Data and Reporting
- Maintain databases that track administrative and operational indicators.
- Compile and verify data entries, ensuring accuracy and completeness.
- Assist in preparing periodic reports that reflect administrative performance and operational support metrics.
Communication and Customer Service
- Serve as a point of contact for internal and external enquiries related to administrative processes.
- Address administrative questions, provide guidance on procedures, and escalate issues when necessary.
- Maintain professionalism and responsiveness in all interactions with staff, partners, and stakeholders.
The WHO Administrative Assistant plays a vital bridging role between programme needs, operational demands, and administrative execution. Excellence in this function supports WHO’s commitment to quality and efficiency.
Expected Deliverables
A successful WHO Administrative Assistant is expected to produce:
- Timely and accurate administrative documentation and correspondence.
- Fully functioning office coordination processes that support programme delivery.
- Complete and well-organised records and databases.
- Clear and professional support for meetings, workshops, and logistical arrangements.
- Regular reports summarising administrative activities and outputs.
These deliverables contribute directly to the smooth delivery of WHO’s operations at the country level.
Required Qualifications and Experience
To be considered for the WHO Administrative Assistant role, candidates must meet the following criteria:
Education
- Completion of secondary education is required.
- A diploma or certificate in business administration, office management, public administration, or related field is considered an asset.
Years of Experience
- A minimum of 5 years of progressively responsible administrative experience is required.
- Experience supporting office operations in an international or multi-cultural environment is an advantage.
- Previous experience with United Nations agencies, non-governmental organisations, or comparable institutions is beneficial.
Technical Competencies
- Proficiency in standard office software applications (e.g., MS Word, Excel, Outlook).
- Capability to prepare professional written documents, reports, and presentations.
- Ability to handle sensitive and confidential information with discretion.
Language Requirements
- Fluency in English is required.
- Knowledge of additional local languages (e.g., Shona) is an asset but not mandatory.
The combination of education and experience equips the WHO Administrative Assistant with the skills necessary to manage administrative and operational tasks effectively, ensuring reliable support to WHO programmes.
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Core Competencies
The WHO Administrative Assistant is expected to demonstrate the following competencies:
Professionalism
- Shows commitment to quality and integrity in administrative work.
- Understands the principles and standards of administrative procedures within an international organisation.
Communication
- Communicates clearly and effectively, both verbally and in writing.
- Provides timely responses to enquiries and maintains professional interaction with stakeholders.
Planning and Organising
- Prioritises tasks and manages time effectively.
- Coordinates multiple activities and ensures deadlines are met.
Teamwork and Collaboration
- Works collaboratively with colleagues across departments.
- Shares information and contributes positively to team outcomes.
Accountability
- Takes responsibility for administrative outputs and follows through on commitments.
- Demonstrates reliability and attention to detail in all aspects of work.
These competencies ensure that the WHO Administrative Assistant functions with a high level of professionalism and contributes to a positive and productive work environment.
Work Environment
The WHO Administrative Assistant will work in a dynamic and structured office environment in Harare, Zimbabwe. This role involves interaction with WHO staff, partners, government counterparts, and service providers. The administrative functions support multiple aspects of programme implementation and organisational operations.
This role may require occasional flexibility in working hours to support events, missions, or deadlines, and staff may be asked to participate in office activities that extend beyond regular working hours. The position upholds a supportive and inclusive work culture rooted in WHO values of integrity, respect, and excellence.
Why Join WHO as an Administrative Assistant
As a WHO Administrative Assistant, you join an organisation committed to advancing health outcomes, responding to emergencies, and building resilient health systems. You will gain exposure to international standards of administration and operational coordination, working with professionals from diverse backgrounds. This role provides a foundation for growth in international public health administration and offers opportunities for professional learning and contribution to meaningful global impact.
Application Process
Candidates interested in the WHO Administrative Assistant position should submit their application through the WHO careers portal by the specified closing date. Applicants must provide a detailed CV highlighting relevant experience and education. Shortlisted candidates will be invited to participate in assessments and interviews as part of the recruitment process.
Final Thoughts
The WHO Administrative Assistant plays a crucial role in supporting WHO’s mission at the country level by ensuring that essential administrative functions are carried out efficiently and effectively. This is a prime opportunity for experienced administrative professionals seeking to contribute to global health programmes and enhance their career within an internationally recognised organisation.
Apply now to be considered for the WHO Administrative Assistant role and take the next step in your professional journey with the World Health Organization.
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Head of Business Development, Alula Animation. With 10 years in advertising and sustained involvement in startups and entrepreneurship since graduating from business school and the School of Diplomacy and International Relations, Beloved researches and writes practical business analysis and verified job-market insights for The Business Pulse Africa.
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