Senior Management Office (SMO) Assistant, Bissau, Guinea Bissau

## Senior Management Office (SMO) Assistant, Bissau, Guinea Bissau - Organization:WHO - World Health Organization - Country:Guinea Bissau - Office:WHO Guinea Bissau Senior Management Office (SMO) Assistant Contractual Arrangement : Fixed-term appointment Contract Duration (Years, Months, Days) : 2 Years Job Posting: Aug 26, 2026, 4:12:10 PM 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 - Review incoming correspondence and ensure routing to responsible o?cers, 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 ?ling 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 sta? on o?ce 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 ?nancial/budgetary issues and ensure timely processing of committal documents; assist in the preparation of ?nancial 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 ?nalization 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 ?nalization 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 brie?ng and prepare background materials for meetings, seminars, workshops, etc., and ensure complete documentation is provided to the unit sta? attending the meeting. - Prepare travel requests for o?cial travel, make ?ight and hotel reservations, prepare travel ?les and ensure logistic arrangements for smooth conduct of the meetings/workshops in the o?ce 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 Desirable: Bac +2 in Administration and Office Automation 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. Respecting and promoting individual and cultural differences Moving forward in a changing environment Use of Language Skills Desirable: Intermediate knowledge of English. Intermediate knowledge of French. 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[email protected]with your full name, the vacancy number you are applying for, and specific details of the a