Administrative Assistant, G5, SSA (12 months)

About the role

The WHO Regional Emergency Hub supports preparedness and response to public health emergencies across the region. The Administrative Assistant provides administrative and operational support to the Hub under the supervision of the Operation Officer, covering coordination, logistics, procurement and office management. The post is full-time, on a 12-month Special Services Agreement (SSA) based in Dakar.

Key responsibilities

• Meeting and event coordination: organize meetings, workshops and trainings, prepare agendas and documentation, take minutes, manage registrations and logistics (e.g. CVENT), and arrange venues, catering and equipment.
• Travel and logistics: process travel requests and expense claims in SAP Concur, coordinate flights, accommodation, visas and transport, and support staff, consultants and participants in line with WHO travel policies.
• Procurement: initiate and process procurement requests, raise and monitor purchase orders including imprest POs, procure office supplies and equipment, and liaise with vendors.
• Office and facilities management: oversee daily office operations, maintenance, cleaning and repairs, coordinate with facility management entities such as KUTRRH, and help manage office inventory.
• Protocol and administration: draft correspondence and minutes, prepare Note Verbale, support protocol processes, and assist with visa processing and clearances.
• Reporting and coordination: give weekly administrative updates to the supervisor, liaise with WHO operations units on finance, procurement and HR, and coordinate with partners, vendors and government entities.

Required profile

• Secondary school education or equivalent; a first degree in Finance, Management or Business Administration is desirable.
• At least three years of relevant administrative experience, including supporting operations, logistics or programme implementation, and coordinating meetings, travel and procurement.
• Desirable: prior experience with the UN, Pandemic Fund, World Bank or similar mechanisms.
• Excellent knowledge of French; good working knowledge of English or Portuguese is an asset.

Required skills

• Proficiency in Microsoft Office, especially PowerPoint and Excel.
• Good general knowledge of ERP systems.
• Knowledge of administrative procedures, procurement processes and travel management systems.