Administration & Finance Assistant - Multiple duty stations (Aweil, Rumbek, Malakal, Bentiu, Kuajok, Juba, Yambio, Torit, Bor, Wau)

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.

1.Background and Justification

Purpose of the Position

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<span style="font-size:10pt"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif"><span style="font-family:Times New Roman,Times,serif;">As Finance </span>and Administrative Assistant at the State office, the incumbent will coordinate Finance and administrative support services in the field office and ensure the adequate Finance and administrative services at State level. </span></span></span></span>

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<span style="font-size:10pt"><span style="font-family:"Courier New""><b><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">2.Job Description</span></span></b></span></span>

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<span style="font-size:10pt"><span style="font-family:"Courier New""><b> </b><b><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">Objectives of the Programme and the immediate Strategic Objectives</span></span></b></span></span>

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<span style="font-size:16px;"><span style="font-family:Times New Roman,Times,serif;">Country Management Support Units (CSU) have been 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 in the context of an Enterprise Resource Planning (ERP) system</span></span><span style="font-size:18px;"><span style="font-family:Times New Roman,Times,serif;">.</span></span>

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<span style="font-size:10pt"><span style="font-family:"Courier New""><b><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">Organizational context (Describe the individual role of the incumbent within the team, the guidance and supervision received, and training or briefing provided to others)</span></span></b></span></span>

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<span style="font-size:10pt"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">The incumbent works on the basis of general instructions, own experience and precedents, following WHO or Finance and Administrative specific procedures and practices, rules and regulations, to ensure smooth workflow in the team/department.  The incumbent is encouraged to seek guidance for unusual issues.  Most of the work is controlled for correctness and appropriateness by the incumbent.  Work is reviewed on an ad hoc basis by supervisors for meeting expectations and overall quality; correspondence is signed or cleared by originator.  The incumbent is relied upon to brief colleagues on WHO CO specific Finance and administrative procedures and practices.</span></span></span></span>

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<span style="font-size:10pt"><span style="font-family:"Courier New""><b><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives)</span></span></b></span></span>

1. Assist to provide a proper control of the supporting documents for payments and financial reports; compilation of returns on funds disbursed to the State health bureau.
2. Facilitate with follow-up of Direct Financing Corporation (DFC) returns due from the State Office.
3. Facilitate processing of financial transactions and follow liquidation as appropriate. Compile support documentation of disbursements done through Direct Implementations (DI) Purchase orders and submit to central office.
4. Assists with coordination of procurement of goods and services for State office in liaison with the central Logistics unit. Compiles requests for the procurement of goods and services; acknowledge receipt of goods and services.
5. Drafts correspondence on own initiative or on the basis of instructions; or redirecting them as appropriate, drawing the attention of the supervisor or other staff concerned.
6. Ensures proper administration of physical facilities and office arrangement for team members including office equipment, furniture and supplies for WHO office at the State.
7. Facilitate State office staff members in utilizing their leave days. Monitor leave applications for Special service agreement contractors and share the information with central unit.
8. Provides admin support to the team members including processing of correspondences; requisition of office supplies and inventory; Maintaining a filing system.
9. Assists in the State Office with logistical arrangements as necessary (i.e. hotel booking, accommodation, travel, transport, per-diem payment to external participants etc.)
10. . Make necessary arrangements regarding duty travel of staff in the unit, submit travel requests (TRs) in the Global Management System (GSM)
11. Maintains a database including contact information of counterparts, resource persons and supervisors from the State.
12. Provides administrative support to the State technical staff team, including arranging appointments and maintaining schedule, receiving visitors, placing and screening telephone calls and answering queries related
13. Liaises with ICT central unit to facilitate the State staff on their ICT requirements.
14. Perform other related duties as required or instructed, including providing support to other areas of work.
15. Submit different administrative transactions in GSM, including procurement of goods and services, and follow up with concerned parties for the receipt of deliverables and finalization of payments
16. Perform any other task as may be required.

3. Recruitment Profile

Competencies: Generic

Describe the core, management and leadership competencies required - See WHO competency model - list in order of priority, commencing with the most important ones.

*1. Producing results

*2. Fosters integration and teamwork

3. Moving forward in a changing environment

Functional Knowledge and Skills: -

Describe the essential knowledge and the skills specific to the position.

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<span style="font-size:10pt"><span style="font-family:"Courier New""><span style="font-size:12.0pt"><span style="font-family:"Times New Roman",serif">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.</span></span></span></span>

Educational 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: - 8 years of relevant experience.
• Desirable: - Experience in administrative support positions in WHO or another UN agency is an asset. Experience in Oracle-based or other ERP systems is an asset.

Languages

Essential: Excellent knowledge of English

Disirable: Arabic: Excellent knowledge of Arabic

Other Considerations (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.)

Work requires the use of word processing or other software packages, and standard office equipment. Formal or self-training in the use of standard office software. Training in Oracle-based or other ERP systems an asset. Work requires the use of word processing facilities to create, edit, format and print correspondence and documents; spreadsheet and visual presentation software; extensive use of e-mail and scheduling software to improve communications both internally and externally, Oracle/GSM for administrative matters.

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.
• Staff members in other duty stations are encouraged to apply.
• For information on WHO's operations please visit: http://www.who.int.
• WHO is committed to workforce diversity.
• WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• This is a National Professional Officer position. Therefore, only applications from nationals of the country where the duty station is located will be accepted. Applicants who are not nationals of this country will not be considered.

Note: Please specify the duty location your applying for in your cover letter.