1. Background and Justification
* Purpose of the Position
Within the Office of the Director of the Department, the incumbent provides of support in the day-to-day programme, financial, human respurces related and administrative functions.
2. Job Description
* Objectives of the Programme and the immediate Strategic Objective
Provide financial and administrative support to different programmes in the CO as the programme managers need dedicated specialized programme assistants who can finalize the administrative activities of the programmes on timely manner.
* Organizational context (Describe the individual role of the incumbent within the team, the guidance and supervision received, and training or briefing provided to others)
Reporting to and under supervision of the responsible Officer and in collaboration with other support staff of the Division the incumbnet provides support functions in programme-, financial-, administrative- and HR- related areas. Non-routine work is assigned usually with instructions by the supervisor and reviewed for meeting the expected outcomes, and is being performed in accordance with WHO e-Manual, financial rules, regulations and procedures.
*Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives; include main achievements expected)
Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:
- Provide support and input to the office of the Director or the immediate supervisor on aspects of planning, resource allocation and human resources management of the programmes and projects of the Department. Brief staff at all levels on budget, financial, administrative, HRand other procedures and practices and monitor the correct use of the WHO Financial Rules and Regulations by staff in their implementation of funds. Cross-check obligating documents available from GSM or other on-line systems, monitoring the availability of funds and alerting to upcoming shortfalls, updating files, and transferring funds as instructed; upon instruction clearance of obligating documents, checking them for completeness, and following-up on missing elements as required.
- Monitor expenditures and alert supervisor on issues of compliance with work plans, financial rules and regulations and award agreements. Follow up on the mid-term reviews and the end of year of biennium closure of accounts exercise for the Department.
- Review contractual documents, issuing PTAEO numbers, earmarking funds, and verifying and clearing payment requests; prepare appropriate draft contracts for individuals or service providers such as APW’s, and other contract modalities. Monitoring the staffing level of the Department, keeping track of all contract extensions and renewal deadlines, checking and ensuring that funds are available for the proposed contract and ensure that the renewal of contracts for staff are carried out in a timely fashion, maintaining and updating the Departmental HR plan accordingly; acting as leave administrator for the Department.
- Monitor, and follow-up on programme implementation-levels, drawing the attention of the Director to problems, inconsistencies delays and other anomalies detected.
- Provide assistance on the Department`s HR-administrative issues.
- Manage the smooth running of the administrative functions in the Department, including mmaintaining an up to date status of the office space and acting as the office space focal point for the Department.
- On own initiative draft routine correspondence, and upon instriuctions and guidance draft correspondence of a non-routine character; finalize correspondence/reports for signature; analyze incoming correspondence and requests, researching, obtaining and attaching background information where required, or redirecting them as appropriate, drawing the attention of the supervisor or other senior staff concerned to urgent items and deadlines.
- Take minutes in the Departmental group meetings. Provide administrative and logistical assistance in the context of the organization of meetings relating to the work of the Department.
- Perform other related duties as required or instructed, including providing support to other areas of work as assigned.
3. Recruitment Profile
Describe the core, management or leadership competencies required
(See WHO competency model – list in order of priority, commencing with the most important ones).
- Respecting and promoting individual and cultural differences;
Functional Knowledge and Skills
*Describe the essential knowledge and skills specific to the position
The incumbent is expected to stay current to developments in his/her area through attending inhouse and on-line training courses.
Completion of secondary school education or equivalent.
At least 5 years of relevant experience.
Relevant experience in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.
4. Use of Language Skills
Very good knowledge of English and local languages
Other Skills (e.g. IT)
Work requires proficiency in the use of word processing or other software packages and other standard office equipment.
Formal or self-training in the use of standard office software. Training in Oracle-based or other ERP systems an asset.
How to apply
Your application should be sent to the below email address, please indicate the title of the position you have applied in the email subject by close of business Sunday 09 April 2023. It should include a cover letter & a detailed CV (as one document in PDF format) with your contact details.
Only shortlisted candidates will be contacted.
Qualified Female candidates are highly encouraged to apply.