Duties and Responsibilities
Under the supervision of the COPC, the SPA is responsible for the provision of administrative support services for HSD staff as assigned.
Duties and responsibilities include, but are not limited to the following:
- Administrative Support and Coordination
- Provide overall operational support to the HSD Strategy and Operations Unit, and serve as the primary administrative coordinator for the West and Central Africa (AFW) region.
- Provide mission support to the HSD center and headquarters-based team traveling to and within the AFW area regarding travel, myCard, meeting/appointment scheduling, etc.
- Develop a close partnership with the ACS network at each national office in the AFW region to help support mission travel.
- Provides logistical support for medical events at national offices in the AFW region.
- Coordinate logistics for annual PHW group meetings when held in the AFW area. Document and maintain a database of medical licenses for all PHW team members.
- Liaise with the HSD Communications and Knowledge Management team to assist the team in drafting, preparing and editing briefing documents, PowerPoint presentations, communications materials and profitability analysis updates for the region.
- Write meeting minutes and distribute them to the group if necessary. Perform other special duties/assignments that may be requested by the Program Coordinator or HSD management.
- Institutional Policies, Processes and Procedures
- Acts as a liaison on administrative, accounting and policy matters and has a thorough understanding of administrative and human resources policies and guidelines surrounding these topics.
- Provide guidance and training to all new HSD recruits on Time Recording System (TRS), Leave and Attendance Recording System (LARS), myCard, myTravel, etc. of the WBG to ensure compliance with ministry and institutional guidelines.
- Ensure team members use appropriate billing and internal order (IO) codes for travel and other activities that impact the HSD budget.
- Communicate and reinforce important announcements related to accounting deadlines and HR performance review deadlines.
- Liaise with the Head Office Budget Manager and understand country office procurement procedures to facilitate the procurement of goods and services (order generation), as well as coordinate short-term consulting/interim contracts through the admin portal.
- Technology and Systems
- Act as primary contact for any IT related issues or support.
- Liaise with appropriate local Information and Technology Solutions (ITS) teams, ITS Mobility and Services Hub (GRAS) and other internal parties, if required, for resolution and/or Supports computer requirements.
- Improve team collaboration by promoting adoption and training of platforms like Microsoft Teams, Webex, and OneDrive.
- Update information about new software platforms used in HSD; ensure the Hub team is also informed and if necessary, train the team on how to use the new tools. Attend IT sessions/training as required.
- Data Collection and Reporting
- Act as a support member of the HSD Analytics unit to ensure all service metrics and completed activities are reported promptly.
- Manage the HSD mission database, including cost tracking and cost sharing details of all HSD mission trips and provide periodic cost summary reports to Operations Managers and HSD strategy.
- Make sure all demographic information is filled out correctly in the OneDrive evacuation log.
- Collect and manage supplier database networks.
Selection Criteria
- Minimum Education – Bachelor’s degree in administration, health sciences, public health or other related field with 5 years of experience or equivalent combination of education and experience.
- Have extensive experience in a relevant practical discipline.
- In-depth knowledge and application of internal administrative and operating policies, procedures.
- The right to make decisions in handling highly confidential and sensitive medical information.
- Ability to work simultaneously on a variety of issues and tasks, adapting independently to HSD priorities and needs while achieving results within agreed goals.
- Experience working in an occupational health and safety context.
- good oral and written communication skills.
- English proficiency required;
- Qualifications in a second language are common in the recruitment area.
- Favorite experience Working knowledge of computer systems Demonstrated ability to build strong relationships with team members
- Ability to work under pressure and frequent interruptions Complete all tasks on time Strong interpersonal skills and the ability to deal tactfully, diplomatically and effectively with internal/external contacts at all levels in a multicultural environment.
Pour postuler, veuillez cliquer sur ce lien : worldbankgroup.csod.com.
Closing date: 31 October 2023.
