Administration Assistant (CAH)

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. More about G-5 contracts.

OBJECTIVES OF THE PROGRAMME

The overall objective of the CAH Programme is to support Member States in the WHO African Region in the development, implementation, monitoringand evaluation of policies, strategies and plans to increase access to evidence-based interventions to reduce risks and improve the overall health and wellbeing of children and adolescents towards the attainment of Universal Health Coverage.Within the framework of the Global Strategy for Women's, Children's and Adolescent'shealth (2016-2030), the Programme works with Member States to integrate national policies, strategies and plans for child and adolescent into national health sector strategic plans and national health systems, and guides the implementation, including reviewing and redesigning programming and organization of the health service delivery platforms, supporting implementation at national and subnational levels, and promoting quality of care. The Programme also provides support for the building of institutional capacity of Member States and catalyzing actions for improving the health and wellbeing of children and adolescents. In collaboration with the Assistant Regional Directors' Cluster, the Program supports countries in defining theresearch and innovations agenda to generate and use evidence and strategic informationon trends and coverage of interventions and on health and well-being. Inaddition, the Programme advocates for, fosters partnerships and mobilizes increased resources for child and adolescent health services. The goal is toenable countries in the WHO African Region ensure that evidence-based policies and strategies are in place to achieve universal access to high-quality, integrated, health services, increase the coverage and quality of effective interventions,and to create mechanisms to measure the impact of those strategies and interventions. The Team Assistant will provide administrative support to the Managers and guidance to staff to enable their effective performance oftheir related responsibilities, compliant with organizational administrative and financial policies, procedures, rules and regulations in the context of an Enterprise Resource Planning (ERP) system

DESCRIPTION OF DUTIES

GENERAL

•Receive visitors and telephone calls with tact and discretion and acts according to the nature and urgency of each, including redirecting as appropriate.•Provide background information for appointments with official visitors and/or staff members.•Monitor requests for goods and services, including receipt, payment, and inventory requirements.

CORRESPONDENCE

•Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance.•Verify that outgoing correspondence is presented in accordance with WHO and department styles and checking language, grammar, and accuracy prior to submitting for signature and clearance.•Analyze incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of the responsible officer's needs, or redirecting them as appropriate; identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items.•Ensure that technical reports and documents are in line with WHO standards, rules, practices,and procedures, editing and correcting them as necessary prior to their submission for signature or clearance of relevant authority.•Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.

HUMAN RESOURCES

•Ensure the timely appointment/renewal of contracts, initiating requests for temporary and fixed-term staff in the HR Action Plan.

PROCUREMENT

•Initiate, through Oracle/GSM procurement module, contracts for consultants, Agreements for Performance of Work (APW), and other contract modalities. Monitor and record receipt of deliverables and initiate and monitor payments as needed.•Initiate, through Oracle/GSM procurement module, requisitions for goods procurement, and monitor and receipt of deliverables.

BUDGET & FINANCE

•Assists in the monitoring and progress review of projects and tasks in the GSM/Oracle work plan.•Provides team members with timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required.• Monitors income and expenditures for planning purposes.•Promptly follows-up on financial, budgetary and any outstanding issues concerning the team/department, including ensuring timely processing of committal documents.•Assists in the preparation of financial and technical progress reports to donors.

INFORMATION MANAGEMENT

•Inclose collaboration with other support staff, create and/or maintain filing systems; continual review of filing system to ensure information is up to date and effectively and efficiently used.•Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.

MEETING ADMINISTRATION

•Arrange, coordinate, and lead administrative preparation for meetings, seminars, workshops, including letters of invitation, costs calculation and travel requests; assisting with preparation of documents, dispatching of materials, and liaising with participants and others involved.•Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions.•Schedule weekly team and ad hoc meetings, according to schedules and need; taking and preparation of minutes.•Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team's professional staff, checking their availability, and ensuring they have the appropriate briefing files and documents.

TRAVEL

•Using GSM/Oracle, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.

OTHER DUTIES

•Perform other related duties as required or instructed, including providing support to other areas of work.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or equivalent technical or commercial education. Desirable: University Degree in Business or Public Administration is desirable, but not a requirement.Training in finance, procurement, secretarial tasks and/or in an administrative field is desirable.

Experience

Essential: A minimum of 5 years of experience in secretarial or administrative positions. Desirable: Experience in administrative support positions in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.

Skills

The incumbent maintains and updates 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

Teamwork Respecting and promoting individual and cultural differences Communication Knowing and managing yourself Producing results

Use of Language Skills

Essential: Intermediate knowledge of English. Expert knowledge of French. Desirable: The above language requirements are interchangeable.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at XAF 8,958,000 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

• This vacancy notice may be used to fill other similar positions at the same grade level

• Only candidates under serious consideration will be contacted.

• A written test may be used as a form of screening.

• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

• For information on WHO's operations please visit: http://www.who.int.

• WHO is committed to workforce diversity.

• WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.

• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.

• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.