Administrative Associate

Overview

Assist with budget management and administrative support for health emergencies.

You have:

• Completion of secondary school or equivalent training, particularly in business administration.
• At least 8 years of progressively responsible experience in the administrative field particularly in positions with responsibility for administrative overview/coordination in budget and finance, of which a minimum of 3 years’ experience in WHO/UN environment.
• Sound knowledge in accounting and finance and analytical skill.
• Proficiency in the use of standard office computer software, including Excel, Power Point and Word.
• Expert knowledge of English.
• Intermediate knowledge of French/Russian/German/local language.

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.

Salary

The salary for this job should be more than 4,868 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.

OBJECTIVES OF THE PROGRAMME

The mission of the Division of WHO Health Emergencies (WHE) is to build the capacity of Member States to assess, prevent and manage health emergency risks, and lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery to affected populations.

The WHE Division brings together and enhances WHO's operational, technical and normative capacities in outbreaks, emergencies and risk analysis to address all health hazards across the risk management cycle in a predictable, capable, dependable, adaptable and accountable manner. The Programme is designed to operate within the broader humanitarian and emergency management architecture in support of people at risk of, or affected by, outbreaks and emergencies, consistent with ways that strengthen local and national capabilities.

The Management and Administration (MGA) is responsible for effective management and administrative support for the projects and programme managed by WHE and for ensuring that WHO emergency operations are rapidly and sustainably financed and staffed. This consists of the provision of high-quality, predictable administrative services to the WHE Division, including during emergency response, as well as effective monitoring of (and compliance with) SOPs, leading to continuous improvement and business process excellence.

DESCRIPTION OF DUTIES

A.Budget and financial management:

• Assist with budget and work planning during organization- and office-wide exercises.
• Track contributions received; liaise with programme areas to obtain background information and maintain files of related documents.
• Initiate action with regards to budget space allocation and financial resource distribution in applicable systems, including, but not limited to, requests for award activation (AAR), amendment (AMR) and distribution (ADR) Project/Workplan Funding, Award Budgeting and Resource Plans in line with donor agreements and approved work plans. Maintain files of related documents.
• Review, analyse and adjust all awards under the assigned programme areas; follow up with programmes and/or concerned offices to reconcile discrepancies.
• As part of accounts closure activities, ensure adherence to manual provisions/special instructions/time schedules.
• Prepare routine and ad hoc statistical/analytical data and/or reports for inclusion in statutory reports or presentation by management or as requested by EURO/WHE management, HQ, and donors.
• Maintain close contract with the assigned programmes and country offices and relevant units in order to resolve any issues related to budget and planning.

B. Project/work plan implementation and monitoring:

• Provide administrative support to the development and maintenance of work plans in applicable systems.
• Assist with timely initiation of actions required with regard to recruitments and staff contract extensions, more specifically on position and award mapping in compliance with approved HR and budget plan.
• Verify obligating documents, cross-checking relevant information available from GSM or other systems, ensuring the availability of funds, updating files, and transferring funds as instructed or as delegated; clearance of obligating documents, checking them for completeness, and following-up on missing elements, liquidating obligations and undertaking reconciliation as required.
• Verify expenditures to comply with work plans, financial rules and regulations and award agreements, and take necessary corrective action in consultation with the AO and/or responsible officers as needed.
• Screen and review various contractual materials, issuing PTAEO numbers, earmarking funds, and verifying and clearing payment requests; prepare appropriate draft contracts for individuals or service providers such as APW's, and other contract modalities.
• Support the AO in monitoring, and follow-up on programme implementation-levels, drawing the attention of the Director/responsible officers to problems, inconsistencies, delays and other anomalies detected.

C. Other administrative services:

• Provide guidance, briefing and support to technical and administrative staff within the WHE with respect to WHO rules, policies and procedures.
• Liaises with administrative and technical staff as needed to ensure proper coordination and synergy between programmes within the WHE.
• Support the AO in coordinating and follow-up on the Division’s administrative issues, including asset and office space management, and carry out other related duties as required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school or equivalent training, particularly in business administration. Desirable: Degree in business administration or a related field from an accredited institution.

Experience

Essential: At least 8 years of progressively responsible experience in the administrative field particularly in positions with responsibility for administrative overview/coordination in the areas of of budget and finance, of which a minimum of 3 years’ experience in WHO/UN environment. Desirable: Experience in working with ERP systems an asset.

Skills

• Sound knowledge in accounting and finance and analytical skill.
• Proficiency in the use of standard office computer software, including Excel, Power Point and Word.
• Demonstrated ability to establish and maintain effective working relations with stakeholders at all levels. Strong communication skills. Ability to explain technical administrative issues to a variety of stakeholders using clear and simple language.
• Ability to work comfortably in a fast-paced environment. Ability to adapt to the changing environment with growth mindset.

WHO Competencies

*1) Teamwork

*2) Respecting and promoting individual and cultural differences

*3) Communication

4) Knowing and Managing Yourself

5) Producing Results

Use of Language Skills

Essential: Expert knowledge of English. Desirable: Intermediate knowledge French/Russian/German/local language

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 DKK 361,619 (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.

Potential interview questions