Programme Assistant

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World Health Organization


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Description

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To ensure that effective WHO country presence is established to implement WHO country cooperation strategies that are aligned with Member State’s health and development agendas, and harmonized with the United Nations country teams.

DESCRIPTION OF DUTIES

The incumbent will perform all or part of the following, and other related responsibilities as required by the needs of the office.

  • Provide administrative support across a range of programme support activities.

 Financial

  • Review obligating documents and undertake reconciliations, as required.
  • Process transactions in the enterprise resource planning system and follow up with concerned parties on the receipt of deliverables and finalization of payments.
  • Support in monitoring aspects of the implementation of country activities, such as, funds for project/programme budget and financial expenditures, according to the approved country work plan, drawing the attention of the supervisor to problems, inconsistencies, and delays.
  • Brief staff at all levels on budget, financial, administrative, human resources and other procedures and practices.

Administrative

  • Provide input to the immediate supervisor on aspects of planning, resource allocation and human resources management of the programmes and projects.
  • Assist with human resources administrative tasks, including monitoring staff contracts, maintaining and updating the departmental human resources plan accordingly and acting as leave administrator.
  • Coordinate the smooth running of administrative functions, including maintaining an up-to-date status of the office space and acting as the office space focal point for the department.
  • Analyse incoming correspondence and requests, researching and providing background information as required.
  • Draft correspondence on own initiative or based on instructions and finalize correspondence/reports for signature.
  • Maintain the unit’s filing system of technical documents and correspondence.
  • Provide support on all administrative and logistics preparations required for the organization of meetings and staff travel.
  • Support colleagues on general administrative processes and assist/backstop administrative staff in the team.

REQUIRED QUALIFICATIONS

Education

  • Essential: Completion of secondary education Training and certification in one or more UN operational service areas or systems
  • Desirable: University degree in business administration, social sciences, or related field. Training in the administrative systems of a United Nations agency, fund or programme.

Experience

  • Essential: Minimum of five years of work experience relevant to the position (in the secretarial/administrative field).
  • Desirable: Relevant administrative and financial experience in WHO or in the United Nations system (UN).
  • Experience in Oracle-based or other enterprise resource planning systems

Skills

  • Knowledge of administrative and financial support procedures and practices, rules and regulations.
  • Skills to write/draft routine and non-routine correspondence and reports using proper grammar, punctuation and style.
  • Skills to maintain effective client relationships.
  • Ability to perform basic financial accounting operations
  • Ability to use standard office computer software, take notes and operate computerized systems and databases.
  • Ability to undertake simple research, and organize information for the preparation of reports briefings and filing.

Use of Language Skills

  • Essential: Expert knowledge of English Language and local language.
  • Desirable: Beginners knowledge of other UN languages.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2404982

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