Current Hiring Practices and Trends in the Development Sector
- BY David Mackenzie
Programme Assistant positions 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
Oversee and monitor the information flow of the Unit/Team screening, sorting, analyzing and identifying areas requiring action by the Operations Officer:- Ensure effective and timely follow up on requests for information, briefings and other actions, emanating from the Operations Unit.- Receive visitors and telephone calls with tact and discretion, and acts according to the nature and urgency of each, including redirecting as appropriate. - Provide background information for appointments with official visitors and/or staff members. - Maintain Team Lead's agenda and calendar by scheduling meetings and/or rescheduling owing to disruption by unforeseen events, redirects visitors and callers as necessary.- Monitor requests for goods and services, including receipt, payment and inventory requirements.- Follow up on DFC and DI reports, uploading FACE reports in ECM and ensure issuance of certain POs and their closure;- Monitors project/programme activities by reviewing a variety of records, including progress reports, project inputs, budgets and financial expenditure CORRESPONDENCE- Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance.- Verify that outgoing correspondence is presented in accordance with WHO and department styles and checking language, grammar and accuracy prior to submitting for signature and clearance.- Analyse incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of the responsible officer's needs, or redirecting them as appropriate; identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items.- Ensure that technical reports and documents are in line with WHO standards, rules, practices and procedures, editing and correcting them as necessary prior to their submission for signature or clearance of relevant authority.- Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner. INFORMATION MANAGEMENT- Create and/or maintain filing systems; continual review of filing system to ensure information is up to date and effectively and efficiently used.- Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.- Coordinate compilation of technical documents to ensure they are logically compiled, formatted and assembled to facilitate the work of the Team/Unit.MEETING ADMINISTRATION- Arrange and coordinate administrative preparation for meetings, seminars, workshops, including: preparing event plans in GSM/Oracle, letters of invitation, cost estimates and travel requests; assisting with preparation of documents; dispatching of materials and liaising with participants and others involved.- Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions.- Schedule team/departmental meetings, according to schedules and need; taking minutes and following up on action points to ensure timely response to the requests of the WHO and preparation of minutes.- Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team's professional staff, checking their availability and ensuring they have the appropriate briefing files and documents.TRAVEL- Using GSM/Oracle and in collaboration with the Travel Assistant, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative. OTHER DUTIES- Perform other related duties as required or instructed, including providing support to other areas of work.
The incumbent maintains and updates proficiency in the use of modern office technology through of in-house courses, on-the-job training or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief others and explain procedures
Use of Language Skills
Essential: Expert knowledge of English.