Senior Management Office (SMO) Assistant

Position details

• Vacancy number: 2603644
• Grade: G6
• Contractual arrangement: Fixed-term appointment
• Contract duration: 2 Years
• Organization: AF_GNB Guinea Bissau
• Schedule: Full-time
• Closing date: Sep 9, 2026, 5:59:00 PM

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

OBJECTIVES OF THE PROGRAMME

Country Management Support Units (CSUs) have been established in the organisational 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.

DESCRIPTION OF DUTIES

Office management •Review incoming correspondence and ensure routing to responsible officers, attaching background documents and highlighting areas requiring action; draft replies on general and administrative matters; ensure outgoing correspondence and reports conform to WHO standards; develop tracking tools to follow up target dates and deadlines. •Coordination and maintenance of the Planning and Programme Management network calendar.•Create and/or maintain electronic filing systems and ensure updated information; obtain documents and information from in-house and external sources and perform information searches as required. •Provide guidance to other staff on office procedures and WHO standardsProgramme support •Provide support in the monitoring implementation of the work plan, including timely information on budget ceiling/award budgets, monitor income and expenditure, and funds available; follow up on financial/budgetary issues and ensure timely processing of committal documents; assist in the preparation of financial and technical progress reports to donors.•Provide administrative support, including logistic arrangements for missions in countries, coordinate and maintain a repository of the current and previous documents, and provide information to PMO/RO on a regular basis. •Provide administrative support in the conduct of evaluations, including initiation of evaluation proposals, convening of the technical working group, facilitating Request for Proposals, coordination with the technical and supplies unit, facilitating CRC if necessary, compiling the data received, and presenting to the supervisor for analysis. •Prepare contracts for consultants, Agreement for Performance (APW), Technical Services Agreements (TSA), and General External Services requests (GES); record receipt of deliverables and initiate and monitor payment. •Initiate requisitions for goods procurement and record receipt of deliverables. •Administrative support in the development of and reporting on the Key Performance Indicators for the Programme Areas, as well as priority Flagship areas, follow-up with technical units, coordinate meetings with technical units, and finalization of KPIs, including update of related information systems. •Coordinate and assist other Program assistants on timely technical monitoring and submission of inputs for Mid-term review and Programme Budget Performance Assistant on GSM and reporting in the VFM PB Tool. •Administrative support in conducting the ad hoc, mid-term, and end-of-biennium Programme Budget Performance Assessment and coordinate and assist in the follow-up with units, clusters, and cross-cutting areas, ensuring finalization of reports in prescribed formats and adherence to deadlines.Meeting Administration/Duty Travel •Coordinate administrative preparation for meetings, seminars, and workshops, ensuring all necessary documents and travel requests are sent to participants; prepare relevant documents and power-point presentations. •Obtain briefing and prepare background materials for meetings, seminars, workshops, etc., and ensure complete documentation is provided to the unit staff attending the meeting. •Prepare travel requests for official travel, make flight and hotel reservations, prepare travel files and ensure logistic arrangements for smooth conduct of the meetings/workshops in the office and outside venues. Handle visitors and telephone calls and act as appropriate, providing background information for appointments. •Perform other related duties as required or instructed, including providing support to other areas of work in case of absences or emergencies.•Schedule unit/staff meetings shared by WR/OIC and prepare minutes.Other Duties•Manage visitors and telephone calls and act as appropriate, providing background information for appointments. •Perform other related duties as required or instructed, including providing support to other areas of work in case of absences or emergencies.

REQUIRED QUALIFICATIONS

Education

Essential: High school diploma and training in Administration and Office Automation
Desirable: Bac +2 in Administration and Office Automation

Experience

Essential: At least 8 years of experience in a recognized public or private institution
Desirable: Experience in administrative management of offices. Experience in providing administrative support positions within WHO or another UN agency and in the use of Oracle-based systems or another ERP-like system is an asset.

Skills

In-depth knowledge of modern office procedures and practices. The incumbent will keep abreast of changes in procedures and practices, rules and regulations, and organizational structure of the department and the WHO. Ability to manage correspondence with external partners is highly desirable. Fast and accurate with tact and discretion as needed. Ability to learn through in-house on the job training and self-study.

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of Portuguese.
Desirable: Intermediate knowledge of English. Intermediate knowledge of French.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at XOF 15,695,000 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

• Staff members separated due to the 2025 Prioritization and Realignment Process will receive special consideration according to the applicable regulatory framework.

• This vacancy notice may be used to fill other similar positions at the same grade level.

• Only candidates under serious consideration will be contacted.

• A written test and/or an asynchronous video assessment may be used as a form of screening.

• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.

• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and eManual.

• The Director-General retains the discretion to not make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description, including shortening the duration of the appointment.

• WHO is committed to creating a diverse and inclusive environment of mutual respect. WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.

• WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.

• Persons with disabilities may request reasonable accommodations (modifications or adjustments to the application or recruitment process) to support their participation in the application and recruitment process. Please send an email to reasonableaccommodation@who.int with your full name, the vacancy number you are applying for, and specific details of the accommodation needed in your request.

• An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.

• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.

• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

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• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.

• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.

• Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

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