Administration & Finance Assistant
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
The general objectives of the Accounts and Finance Management (AFM)are to provide effective budget and finance support services to WHO programs and administration as well as support the management of financial assets of the organization in the Africa Region in compliance with organization-wide policies and procedures.
DESCRIPTION OF DUTIES
Under the overall supervision of the Accounts and Finance Manager: FINANCE: Facilitate administrative communication with financial institutions: Initiate and manage correspondence with banking institutions to facilitate the opening and closure of WCO bank accounts. Additionally, updating signatories' panels to ensure accuracy and compliance. Monitor the imprest list of outstanding transactions for the allocated imprest accounts to ensure they are not overdue by more than 90 days. Support for Imprest account reconciliation: assist country offices experiencing challenges in reconciling Imprest accounts, offering guidance and support as needed. Maintain and update a comprehensive Excel file detailing bank accounts across the African region to ensure the accuracy and accessibility of financial information. HUMAN RESOURCES: Ensure the timely renewal of contracts by initiating requests for SSA, temporary and fixed-term staff in the HR Action Plan. Maintain and monitor leave records of SSAs.RECORDS MANAGEMENT: Maintain both manual and computerized filing systems to organize and store information efficiently and ensure the accessibility and accuracy of records.ADMINISTRATIVE SUPPORT: Take responsibility for ordering office supplies and maintaining an organized inventory to support efficient operations. Review Bizagi submissions to ensure that IPO transactions for operating expenses do not exceed the authorized imprest limit of $2,500 per transaction. Mail distribution and flow of information: oversee the distribution of postal and electronic mail and other documents received.PROCUREMENT AND TRAVEL: Contract Creation and Purchase Order Generation: Generate contracts for consultants, Special Service Agreements (SSAs), interns, etc., utilizing the GSM platform. Additionally, create purchase orders related to unit expenses to facilitate procurement processes. Monitor and document the receipt of deliverables and manage payment processes accordingly. Raising Travel Requests for senior management when required.OTHER DUTIES: Act as the focal person and assist in coordinating induction programs in AFM unit. Establish priorities for tasks, oversee adherence to procedures, and ensure deadlines aremet effectively.*Difficulty, Sensitivity, Nature and Importance of Work RelationsDifficulty: The work relations in this role involve handling sensitive financial, human resources, records management, administrative support, procurement, and travel tasks within the AFM. The complexity arises from the diverse range of responsibilities that require attention to detail, accuracy, and compliance with organizational policies and procedures.Sensitivity: Work relations in this position are sensitive as they involve managing financial transactions, human resources data, and confidential records. Maintaining confidentiality, integrity, and ethical standards while handling sensitive information is crucial for the unit and organization at large.Nature: The nature of work relations in this role is predominantly task-oriented and requires a high level of organization, coordination, and efficiency. The tasks involve facilitating communication with internal and external stakeholders,ensuring compliance with financial and administrative regulations, and supporting smooth operations across various functions.Importance: Effective work relations in this position are essential for the efficient functioning of financial, human resources, administrative, and procurement processes AFM. Strong work relations are crucial for maintaining accurate financial records, ensuring timely contract renewals, organizing information effectively, and supporting overall operational effectiveness. Building collaborative relationships with team members, stakeholders, and partners is vital for achieving organizational objectives and delivering high-quality support services.
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary school education or equivalent technical training or commercial with specialization in finance, accounting, budgeting law or business administration. Desirable: Diploma or higher education in administration, accounting or finance will be an advantage.
Experience
Essential: 8 years of working experience in administration, finance, budgeting or accounting fields Desirable: Experience within the UN or other international or multinational organizations will be an advantage.
Skills
Tact, discretion and ability to keep information confidential are essential. Excellent organizational and time management skills. Good analytical skills. Sound planning skills
WHO Competencies
Teamwork Respecting and promoting individual and cultural differences Communication Producing results Ensuring the effective use of resources
Use of Language Skills
Essential: Intermediate knowledge of English. Expert knowledge of French. Desirable:
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 11,368,000 (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 and/or an asynchronous video assessment 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.
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.
Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int
An impeccable record for integrity and professional ethical standards is essential. 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.
For information on WHO's operations please visit: http://www.who.int.
WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at [email protected].
This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
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Added 4 days ago
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Updated 5 hours ago
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Source:
who.int
