Administrative Assistant

World Health Organization, Beijing, China

Skill Required:, Finance and Accounts
Preferred Experience: 
5 years
Closing Date for Applications: 
5th March, 2018

Job Description

To provide administrative support to the WHO Country Office, China, for sound financial practices managed through an adequate control framework, accurate accounting, expenditure tracking and the timely recording of income. To work collaboratively with local and international staff, government officials, bank officials and commercial vendors, as well as regional office staff, especially finance and budget unit for daily operations, queries, responses and/or consultations as needed.


Under the supervision of Administrative Officer and guidance of the Head, WHO Country Office, the incumbent performs the following functions:

  • Maintains the imprest account of the WHO Country Office, China - Chinese Yuan and US dollars;
  • Reviews and examines invoices and prepares vouchers and cheques in accordance with procedures for signature by authorized officials;
  • Calculates salary payments, overtime claims, travel advances and other financial transactions;
  • Provides advice and guidance to staff on all aspects of imprest account, imprest POs and other financial queries;
  • Maintains ledgers and accounting records for classification and recording of financial transactions and for the reconciliation of accounts and preparation of recurring or special reports;
  • Monitors account levels and initiates timely requests for replenishments through supervisor;
  • Maintains cash books, including control of disbursements and monitors cash held in office safe; reconciles cash books with bank statements;
  • Prepares financial data and reports within deadline set ensuring accuracy and completes supporting documentation;
  • Assists in managing the Country Office administration activity workplan in conducting budget, ceiling review, tracking distribution of awards, encumbrance and expenditure, implementation and reporting;
  • Reviews for accuracy and completeness reports and periodic monitoring sheets on direct financial cooperation (DFCs), agreements for performance of work (APWs) and all encumbrance, invoices and other financial data.
  • Assists the Admin Officer and Head of WHO Country Office in all aspects of accounts maintenance by providing reports on financial status, procedures, costs, expenditures and other financial matters;
  • Initiates queries and maintains liaison with officials of the National Health and Family Planning Commission (NHFPC), Diplomatic Service Bureau, Ministry of Foreign Affairs, Customs, Banks, Tax bureaus and other institutions to obtain information required to complete work.
  • Provides administrative support on HR, including recruitment and contract management, entitlements and remuneration.
  • Provides support on procurement of office supplies, customs clearance and other administrative requirements of the office;
  • Prepares correspondence on financial and administrative matters;
  • Occasionally replaces other staff in the office during their absence as coordinated by Administrative Officer; and
  • Performs other related duties as and may be required.



  • Essential: Equivalent to graduation from secondary school with thorough training in accounting or finance/budget practice.
  • Desirable: University degree in accounting, finance, budget or business administration would be an advantage. Professional qualification or licensure in accountancy is an advantage.


  • Essential: Minimum six years of progressively responsible experience in accounting, finance/budget and administrative work, preferably in a large organization.
  • Desirable: Accounting/budget, finance experience from other United Nations agencies or international organization is desirable.


Knowledge in finance and administration; Knowledge of office procedures and broad administrative functions; Ability to learn fast to acquire knowledge of WHO procedures, rules and regulations and regularly have the knowledge updated; Ability to draft correspondence and prepare documentations and reports concisely and accurately; Skills in the use of computers and ability to adapt various software applications; Ability to work harmoniously as a member of a team, adapt to diverse cultural backgrounds and maintain a high standard of personal conduct.

WHO Competencies

  • Teamwork
  • Respecting and promoting individual and cultural differences
  • Communication
  • Producing results
  • Ensuring the effective use of resources

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Chinese.


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