Programme Assistant with World Health Organization
Contractual Arrangement: Fixed-term appointmentContract Duration (Years, Months, Days): 2 year (subject to availability of funds, satisfactory performance and continuing need for the position):
Job Posting
: Nov 29, 2020, 6:20:04 PM
Closing Date
: Dec 14, 2020, 5:59:00 AM
Primary Location
: Egypt-Cairo
Organization
: EM/WHE WHO Health Emergencies Programme (WHE)
Schedule
: Full-time IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.
Multiple positions
OBJECTIVES OF THE PROGRAMME
The mission of WHO’s Health Emergencies Programme is to build the capacity of Member States to manage health emergency risks and, when national capacities are overwhelmed, to lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery to affected populations.
DESCRIPTION OF DUTIES
Within the delegated authority, the incumbent is assigned all or part of the following Responsibilities:
• Provide support and input to the Programme Area Manager, resource allocation and human resources management across the full range of programmes and projects of the unit.
• 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 PAM 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 and coordinate the mid-term reviews and the end of year of biennium closure of accounts exercise for the unit.
• 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 unit, keeping track of all contract extensions and renewals, checking and ensuring that funds are available for the proposed contract and ensure that the renewal of contracts for staff are carried out in a timely fashion, maintaining and updating the unit HR plan accordingly.
• Prepare routine and ad hoc financial reports using GSM and other related sources of information to assist the PAM in taking appropriate decisions and to ensure that funds are utilized optimally.
• Monitor, and follow-up on programme implementation-levels, drawing the attention of PAM to problems, inconsistencies delays and other anomalies detected.
• Coordinate and follow-up on the unit’s HR-administrative issues, ranging inter alia from providing HR-related information on rules and procedures to the PAM as well as to staff of the unit; 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.
• Check, obligate and clear purchase requests for services and equipment, working in close collaboration with relevant colleagues to ensure that ordered services are appropriate.
• 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 unit senior staff concerned to urgent items and deadlines.• Take minutes in the unit group meeting of unit Team leaders and Administration.
• Oversee the organization of large-scale, high-level, international meetings relating to the work of the unit and coordinating logistics for off-site meetings.
• Supervise support staff in the unit when required.
• Perform other related duties as required or instructed, including providing support to other areas of work as assigned.
•Take initiatives to improve the quality/efficiency of the unit work, ensure that all planned/routine activities are conducted without direct involvement of the unit’s manager.
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary education supplemented by experience or training in related administrative fields.
Desirable: University degree in business administration, social sciences, or related field is an asset.
Experience
Essential: At least 8 years of relevant experience in administration.
Desirable: Relevant experience in WHO or another UN agency an asset.
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.
He/she 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.
WHO Competencies
WHO global Competencies model at http://www.who.int/employment/WHO_competencies_EN.pdf?ua=1
Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Moving forward in a changing environment
Use of Language Skills
Essential: Expert knowledge of English and Arabic.