The World Health Organization (WHO) and Ministry of Health (MOH) in Viet Nam have been collaborating for decades, working in close partnership to strengthen the country’s health system and improve public health outcomes. WHO’s work is based on a set of strategic priorities agreed with the MOH, and aligned with WHO’s regional and global strategies. WHO’s work focuses on delivering measurable results and impact, through high quality policy, technical, strategic and some operational support.
Duties:
Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:
Provide support and input to the Country Office on planning, resource allocation and human resources management across the full range of programmes and projects of the Office.
Brief staff at all levels on budget, financial, administrative, HR- and other procedures and practices and monitor the correct use of the WHO Financial Rules and Regulations by staff in their implementation of funds.
Provide administrative support to the operational planning and development of projects and work plans and assist the WR, DWR and/or Team(s) through the provision of targeted, seamless programmatic, financial and administrative support work along the life-circle of the project(s).
Verify obligating documents, cross-checking 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; clearance of obligating documents, checking them for completeness, and following-up on missing elements, liquidating obligations and undertaking reconciliation as required.
Verify expenditures to comply with work plans, financial rules and regulations and award agreements. Follow up actions on financial and budgetary matters, acting as admin approver within delegated authority, and coordinate the mid-term reviews and the end of year of biennium closure of accounts exercise for the Country Office
Screen and review various contractual materials, issuing PTAEO numbers, earmarking funds, and verifying and clearing payment requests; prepare appropriate draft contracts for individuals or service providers such as APW's, and other contract modalities. Monitoring the staffing level of the Team, checking and ensuring that funds are available for the proposed contract renewal for staff are carried out in a timely fashion, maintaining and updating the Country Office HR plan accordingly
Prepare routine and ad hoc financial reports using GSM and other related sources of information to assist the DWR/Team Lead and WR in taking appropriate decisions and to ensure that funds are utilized optimally
Monitor, and follow-up on programme implementation-levels, drawing the attention of the DWR/Team Lead to problems, inconsistencies delays and other anomalies detected.
In collaboration with the Country Office Administration team, coordinate and follow-up on the Counry Office HR-administrative issues, ranging from providing HR-related information on rules and procedures to the Team Lead(s) as well as to staff of the Country Office; ensure proper management of the HR Plan/HR Action Plan within the workplan; follow-up on actions required on contract issues for staff and non-staff, onboarding, briefing of new staff; and follow-ups on performance evaluation reports/PMDS issues
Draft routine and non-routine correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature; analyze incoming correspondence and requests, researching, obtaining and attaching background information where required, or redirecting them as appropriate, drawing the attention of the supervisor or other senior staff concerned; drawing Team Leads attention to urgent items and deadlines.
Take minutes and/or support record-keeping in Team meetings and other Team Leads and/or Administration if required
Oversee the organization of large-scale, high-level, national and/or international meetings relating to the work of the Team and coordinating logistics for off-site meetings
Supervise support staff in the Team when required.
Perform other related duties as required or instructed, including providing support to other areas of work as assigned.
Education
Completion of secondary school education or equivalent.
Experience
Essential:
At least 8 years of relevant experience in administrative and programme management implementation and programme monitoring, and or/Budgetary work.
Skills:
The incumbent takes self-initiative to maintain and update proficiency in the use of modern office technology through in-house courses, on-the-job training or self-training.
She/he 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.
