OBJECTIVES OF THE PROGRAMME
The objective of the programme is to contribute to the prevention and control of vaccine-preventable diseases (VPD), with focus on measles elimination, rubella/congenital rubella syndrome control, the polio end-game, and elimination of maternal and neonatal tetanus. To establish sustainable systems of (a) immunization that ensures access for all people to effective vaccination against disease of major public health importance; and (b) surveillance as an integral part of disease control initiatives. To promote vaccine quality assurance from production through delivery, including development of new vaccines
DESCRIPTION OF DUTIES
Under the direct supervision of Team Leader (IVD) and broad guidance of Director (CDS), the incumbent performs the following duties:
General Administrative Duties
- Screen all incoming correspondence, documents and reports, identify and highlight important issues for urgent action/decisions, submit to the supervisor with full background information obtained from the sub-units of IVD.
- Review outgoing correspondence including those prepared by IVD sub-units for accuracy of information, format, related instructions and in conformity with the established procedures and discussing shortcomings with the concerned staff.
- Assist in coordinating secretarial support of the secretaries with the RAs and other technical staff of IVD unit, providing coverage for preparing leave plans and maintaining absence and leave records of all staff of the unit.
- Coordinate meetings/workshops organized by the IVD sub-units and all related actions.
- Maintains effective follow up on the meeting reports/recommendations for future action.
Administration and Monitoring of HR matters
- Assist Technical Officer, IVD in the preparation of biennial HR workplan.
- Perform all HR Actions of IVD unit in GSM.Assist on a regular basis in the creation of positions and work closely with PPC for changes in position parameters, as appropriate.
- Facilitate approvals for establishment of new posts.
- Communicate with prospective candidates for short-term recruitment on issues such as their interest and availability, brief them on entitlements and, in conjunction with Country Offices, obtain government clearances, visa instructions for placement of short-term staff, etc.
- Initiate administrative actions, maintain effective liaison with HRM, ASO, BFO units and DPMO to ensure timely completion of recruitment of temporary and long-term professional and general services staff for the IVD unit.
- Periodically review and update the supervisor on all administrative/personnel matters, and maintain a report of all the long-term and short-term staff in IVD (SEARO) and the Country IVD units.
- Maintain secondment agreements for staff from bilateral partner agencies to WHO, coordinate these agreements with the concerned units at WCO/HQ & SEARO as required.
- Coordinate with relevant focal points to arrange briefing and debriefing schedules of long-term and temporary staff members.
Programme Implementation and Monitoring
- Monitor financial implementation of work-plans at the activity level and timely disbursement of funds, including periodic review to identify programme change needs or budget ceiling issues.
- Perform regular review of IVD award control sheet to ensure timely recording of grants, funds distribution, funding the work-plans, and award budgeting actions viz. HR and activity plans.
- Assist in review of award budgeting actions in order to ensure alignment with donor grants and identification of reprogramming needs/requests to donors.
- Update status and produce reports to facilitate technical monitoring and preparation of periodic progress reports on implementation (six monthly, annually, biannually) as per prevailing SEARO guidelines.
- Compliance and Quality AssuranceScreen activity proposals received from country offices and process the requests for timely implementation of activities.
- Support function specifically related to compliance and quality assurance including review of encumbrance documents as per WHO rules and regulations.
- Carry out any other assignment given by the supervisor.
Essential: Completion of Secondary School education.
Desirable: University degree is an asset.
Essential: At least eight years' experience in administrative positions
Desirable: Experience in WHO or in another UN/International organization would be an advantage.
- Good knowledge and understanding of WHO Financial Rules and Regulations,. eManual provisions, WHO's automated accounting system (GSM).B. Knowledge of excel spreadsheets and application of advance excel skills as applied to data generated from GSM for conversions into user friendly reports.C. Ability to draft standard correspondence.
Use of Language Skills
Essential: Expert knowledge of English.