As Program Assistant, to the Cluster, the incumbent will ensure the smooth flow of work as related to administrative activities, coordinating actions with other support staff in the team and in consultation and collaboration with the operations officer.
Job Description
Objectives of the Programme and the immediate Strategic Objectives
Country Office Support Units 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.
Organizational context (Describe the individual role of the incumbent within the team, the guidance and supervision received and training or briefing provided to others)
Under the supervision and guidance of the cluster lead and in close collaboration with the Operations officer of the country office, the program assistant will provide administrative enabling support to the cluster. Located within the emergency, preparedness and response cluster, the program assistant will provide administrative enabling support to the team.
Work is assigned with general or specific instructions and performed in accordance with WHO e-Manual, financial rules, regulations and procedures. The incumbent seeks clarification from the originator and/or guidance from the supervisor. Work is controlled for meeting expectations and compliance with instructions, procedures and meeting deadlines. Financial reports, budgetary documents and statements are reviewed for accuracy.
The incumbent may be called upon to provide briefing to staff on WHO financial and administrative procedures and practices, and on other specific procedures.
Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives)
Under the supervision and guidance of the responsible Officer and in close collaboration with the management officer of the cluster or other support structures, the incumbent provides support in the following areas;
Provide full administrative support to the assigned programme/cluster. Draft, review and revise correspondence, reports and documents for proper format and content in consultation with the supervisor. Independently compose correspondence of administrative nature, take notes at meetings, provides informal interpretation/translation when required.
Check all obligating documents, entering relevant information available from GSM or other on-line systems, ensuring the availability of funds, updating files, and transferring funds as instructed or as delegated.
Clear obligating documents, checking them for completeness, and following-up on missing information, liquidating obligations, undertaking reconciliation and preparing periodic reports, as required. Screen and review various contractual materials, issuing PTAEO numbers, earmarking funds, and verifying and clearing payment requests.
Check, obligate and clear purchase requests for IT equipment, working in close collaboration with relevant colleagues to ensure that ordered equipment is appropriate.
Keep track of all contract extensions and renewals, checking and ensuring that funds are available for the proposed contract.
Follow-up on program implementation, drawing the attention of the supervisor or other senior staff to problems, inconsistencies, and delays.
Prepare and process travel requests for team members using GSM, arrange for visa issuance, flight and hotel bookings, follows up travel related issues of national and international missions.
Using GSM, monitor aspects of the implementation of country activities, funds for project/programme budget levels and financial expenditures, according to the approved country work plan. Initiate and process different transactions in GSM, including procurement of goods and services. Follows up with concerned parties the receipt of deliverables and finalization of payments.
Compile background material for planning, monitoring and evaluation (including mini review) exercises. Maintain and update the filing of technical documents and correspondence (soft/hard copies and databases if applicable). Create background reference material as appropriate; access and retrieve relevant material.
Finalize all administrative and logistics preparations required for the organization of meetings held in the country (working groups, seminars/courses, workshops) and pay per diem to participants as appropriate (if needed);
Respond to and act on enquiries in a timely manner. Assess the critical nature of technical issues and direct them to appropriate staff for reply, coordinate appointments for supervisors, establish and maintain a proper computerized information system on MOH and UN counterparts, etc.
Brief colleagues on general office administrative process. Assist/backstop administrative staff in the team and perform other related duties as required. Participate in field visits, if required.
Educational Qualifications
Essential: Work requires completion of secondary school. Knowledge of general administrative and HR Policy theory and procedures.
Desirable: University degree in business administration, social sciences or related field; Training in UN/HR systems is an advantage.
Experience
Essential: At least 5 years of relevant experience.
Desirable: Relevant experience in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.
Languages
English Read: 0 Beginners 1 Intermediate 0 Expert Knowledge
