Administration & Finance Assistant

WHO - World Health Organization

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Application deadline in 9 days: Thursday 7 Jul 2022 at 21:59 UTC

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Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

OBJECTIVES OF THE PROGRAMME

To ensure that effective WHO country presence is established to implement WHO country cooperation strategies that are aligned with Member State's health and development agendas, and harmonized with the United Nations country teams.

DESCRIPTION OF DUTIES

ADMINISTRATION:

1- Arrange appointments and maintain HUB's calendar, receive high ranking visitors, place and screen telephone calls and answers queries with discretion.

2- Participate in the organization and preparation of staff meetings and other group educational activities or special meetings and take minutes and/ or notes.

3- Prepare briefing materials for use during official trips or special meetings.

4- Receive screen, log and route correspondence, attach necessary information and maintain follow-up systems.

5- Select and make pertinent abstracts and undertake searches for information.

6- Draft/prepare on own initiative, correspondence, reports, evaluations and justifications as required on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility and ensure follow-ups.

7- Maintain policy, confidential and general management files.

8- Take notes on a variety of subject matters and transcribe,type correspondences, documents and reports etc. some of which are highly confidential.

9- Keep list of names, addresses and telephone numbers of highranking government officials, Diplomats and UN specialized agencies, Make travel arrangements for the staff and perform liaison duties with the main office.

10- Make necessary arrangements for field visits and duty travel of team members, consultants and visitors.

11- Brief and assist other staff as needed, arrange for meetings on a day- to - day administrative matters, participates in discussions of newor revised procedures and practices, assist in the preparation of office budgets applicable to conduct/organization of several programme activities/meetings and maintain necessary budgetary control records.

12- Attend non-technical meetings with representatives from other UN agencies, MOH, etc. related to administrative issues, as required and follow-up on recommendations.

13- Guide and brief staff and non-staff on WHO rules and procedures, and provide on the job training for administrative support staff.

14- Carry out specific administrative/operational/control tasks as neededAct as leave Administrator in GSM and monitor staff leave.

FINANCE, FOCAL POINT FOR WCO FINANCIAL MATTERS:

1- Maintain an overview on budgetary, funding and related financial issues, closely monitoring deadlines, obligations, gaps etc.

2- Draw supervisors' attention to specific/unusual discrepancies or problems, recommends necessary corrective actions.Initiate, consolidate and prepare periodic reports on the budgetary situation, implementation rates and special financial reports; prepare detailed cost estimates and participate in budget analysis and projections as required.

3- Initiate correspondence and answer queries related to area of work.

4- Administer the E-Imprest system, scrutinize and select data from variety of sources, ensure accuracy in calculations and attachment of necessary supporting receipts of payments and authorizations.

5- Process and monitor of e-Imprest GL's and all e-Imprest transactions including processing and reviewing of services purchase orders - Imprest, DFC's, GES and other activities with the aim to ensure accuracy of financial data, adequacy of supporting documents and maintenance of proper accounting records in compliance with financial procedures and WHO rules and reply to auditors' queries.

6- Advise and brief all staff and non-staff on financial rules and procedures pertaining to allowances, salary advances, travel claims andother financial matters.

7- Coordinate and supervise the work of other Finance Assistants, if needed.

8- Initiate, verify and process financial transactions and payments for Der Zor Hub related to staff and non staff costs, purchase orders, local purchases, etc, based on authorizations received from EMRO and GSC.

9- Reconcile cash books and justify any difference in reconciliation; prepare cash counts and to reconcile with the cashbook on a monthly basis

10- Monitor timely transfer of program funds and awards budgeting GSM workplans.

11- Monitor distribution and amendments of awards, follow up on cash receipts and unapplied receivable balances, monitor revisions of amounts vis-a-vis award distribution by SO/OWER and budget center, check validity of awards, reporting deadlines and linkage of awards to projects and initiate action for expenditure batches.

12- Participate in preparation of proposals for resource mobilization and support WR and national partners, in the follow-up of multi or bilateral pledges to ensure the availability of funds for the implementation of workplans and programme activities.

13- Compare cash books with bank statements to compute gain and loss in exchange rate on monthly basis and liaison with officials of local banks to obtain day-to-day information on exchange rates, changes in procedures and regulations and matters pertaining to maintenance of office bank accounts.

14- Replace and assist other colleagues in the team and perform other related financial and administrative duties as required

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education supplemented by administrative and/or financial/accounting training Desirable: University degree in business administration, finance,accounting, commerce social science or related field is an asset.

Experience

Essential: At least 8 years progressive experience in the area of administration, including experience in budget and finance field. Desirable: Related Experience in the UN system.

Skills

Proven drafting skills.

Good analytical skills.

Basic knowledge of accounting/financial principles.

Sound organization skills.

Very good Stress and time management skills.

Ability to train other staff on administrative matters

Knowledge of WHO systems,procedures and practices is an asset

WHO Competencies

The Enhanced WHO Global Competency Model can be found at https://intranet.who.int/homes/pml/documents/enhanced who global competency model_february 2015.pdf

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

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of local language. Desirable: Beginners knowledge of French.

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 USD 17,723 (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.

Added 4 days ago - Updated 2 hours ago - Source: who.int