Admin Assistant

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 1,468 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Purpose of the Post:

Under the supervision of the Cluster Lead, Universal Health Coverage Life Course (ULC) Cluster, and general guidance of the Operations Officer and the WHO Representative, the incumbent will provide administrative support in the ULC Cluster. She/he will coordinate actions with other staff in the cluster in consultation and collaboration with other relevant clusters and units.

Objectives of the Programme and of the immediate unit or field activity

The Position was established in the organizational 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 within the ULC Cluster.

Organizational context

Under the supervision and guidance of the Cluster Lead and in close collaboration with the technical officers in the ULC cluster, the administrative assistant will provide administrative 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

Under the supervision and guidance of the Cluster Lead and in close collaboration with other support structures, the incumbent will perform the following duties:

1. Adapt and implement procedures, in compliance with existing policies and standard operation procedures (SOPs), for the administration, monitoring, control and evaluation of human, financial and material resources processes.

2. Support the planning of general and specific budgetary estimates for WHO activities; ensure the management of funding allocations and awards; track and report on financing against budget; support, monitor and report on financial implementation in compliance with WHO rules, emergency SOPs and delegations of authority.

3. Provide administrative support in the implementation of WHO operations; ensure payments are made to support any planned activities in compliance with rules and procedures.

4. Support in a range of human resources services, including forecasting future needs, facilitating rapid deployment of surge staff and international responders, medical clearance, travel to the relevant duty station and on-site administrative support, de-briefing and performance evaluations of the admin staff.

5. Manage procurement of services and all necessary supplies required for support of the incident management, track inventory, coordinate with logistics and human resources (HR) to provide supplies and equipment to the local response team.

6. Participate in local contract review committees and ensure best value for money in procurement practices as per the delegated authority.

7. Ensure appropriate asset management and provide relevant reports to the management.

8. Facilitate processing of financial transactions and follow liquidation as appropriate.

9. Compile support documentation of disbursements done through Direct Implementations (DI) Purchase orders and submit to relevant offices for necessary actions.

10. Ensures proper administration of physical facilities and office arrangement for team members including office equipment, furniture and supplies for the office.

11. Provides administrative support to the team members including processing of correspondences; requisition of office supplies and inventory; maintaining a filing system.

12. Maintains a database including contact information of counterparts, resource persons and supervisors from the regions

13. Perform any other incident-specific related duties, as required by the functional supervisor(s).

Competencies: Generic. Describe the core, management or leadership competencies required – See WHO enhanced competency model:

List in order of priority, commencing with the most important ones. (*=minimum 3 competencies)

*1) Communication

*2) Producing Results

*3) Teamwork

4) Moving forward in a changing environment

Functional/Technical Skills and Knowledge (Describe skills and knowledge specific to the post):

• The incumbent maintains and updates proficiency in the use of modern office technology through of 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.

Education (Qualifications):

Essential: - Completion of secondary school education or equivalent technical or commercial education.

Desirable: - Training in Accounting, Administration and/or in Management field is desirable.

Experience:

Essential: - At least 5 years of relevant experience.

Desirable: - Experience in administrative support positions in WHO or another UN agency an asset.

Languages

Essential: Excellent knowledge of English:

Read: Expert Knowledge

Write: Expert Knowledge

Speak: Expert Knowledge

Desirable: Working knowledge of French or another WHO official language would be an asset.

Other Skills (e.g., IT): Experience in Microsoft Office excel, Oracle-based or other ERP systems an asset.