The incumbent provides a range of support in the day-to-day programme, financial, human resources related and administrative support, including updating of the operational planning budget and finance matters in the ERP as well as a variety of general administrative actions related to the work of the project/programme or technical unit of the Country Office Support Unit. Duries:
The incumbent will perform all or part of the following, and other related responsibilities as required by the needs of the office.
Administer and/or coordinate processing of work products and transactions across programme, financial, and administrative work areas.
Review obligating documents, undertake reconciliations, and prepare reports, as required.
Review and process transactions in the enterprise resource planning system and follow up with concerned parties on the receipt of deliverables and finalization of payments.
Monitor aspects of the implementation of country activities (such as deadlines, 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.
Support the preparation and monitoring of teamwork plans in the enterprise resource planning system.
Coordinate and follow-up on human resources administrative tasks, ranging from providing the team with human resources-related information on rules and procedures, managing the human resources plan within the workplan, contracts management, onboarding and follow-ups to performance evaluation reports/performance management and development system issues.
Manage the smooth running of the administrative functions, including maintaining an up-to-date status of the office space and acting as the office space focal point for the department.
Check, obligate and clear purchase requests for services and equipment, working in close collaboration with relevant colleagues to ensure that ordered services are appropriate.
Track/administer the team’s client-support/response system and flow of information, monitoring and ensuring the processing of requests and correspondence.
Provide administrative support to the organization of internal and external meetings, including the preparation of letters of invitation, documents, cost estimates and travel requests, the distribution of materials and liaison with participants and other stakeholders.
Compile and ensure the availability of documentation for team meetings, seminars, and workshops.
Establish and or maintain the team's electronic filing system of technical documents and correspondence.
Required Qualifications: Education:
Completion of secondary education or equivalence training.
Essential: A minimum of eight years of progressively responsible work experience relevant to the position (in the secretarial/administrative field). Skills:
Proficiency in the use of standard office computer software, note taking and operation of computerized systems and databases.
Demonstrated knowledge of procedures and practices, rules and regulations in an administrative support area in a United Nations or WHO country office.
Ability to undertake research, and prepare reports, briefing materials, and maintain filing systems.
Basic financial accounting skills.
Ability to train, brief and explain administrative procedures to other staff members.
Ability to review, write/draft routine and non-routine correspondence and reports using proper grammar, punctuation and style.
Ability to maintain effective client relationships and proactivity in servicing clients.