Programme and Operations Assistant

Contract

This is a No grade contract. More about No grade contracts.

OBJECTIVES OF THE PROGRAMME:

WHO is the specialized agency of the United Nations with objectives to promote health, keep the world safe and serve the vulnerable. The WHO Indonesia Country Office directs and coordinates the authority for health by supporting the Indonesian Government in the formulation, implementation and evaluation of national health policies, strategies and plans, setting norms and standards, improving knowledge dissemination and management, monitoring country health situation and building sustainable institutional capacity. The Country Office continually improves its administrative efficiency in managing financial and human resources in a results-oriented and transparent manner. This is crucial for the organization to deliver appropriate technical assistance to the Government. The objective of the Programme is to deliver WHO core functions at the country level, with particular focus of the Organization's directing and coordinating role for international work. Within this framework, activities include support to the Government in the formulation, implementation and evaluation of national health policies, strategies and plans, and development and management of WHO technical cooperation programmes at the country level. The immediate objective is to provide efficient operational and logistic support to teams ensuring full compliance with organizational strategic plans, policies, procedures and guidelines and standards of performance, ethics and integrity.

SUMMARY OF ASSIGNED DUTIES:

Under the direct supervision of Administrative Officer (AO) and general guidance of the Respective Technical Officer, the incumbent provides variety of administrative and logistic support to ensure the efficient daily running of the office as follows:

1. Provide support to Managers and teams to ensure compliance with organizational, procedures, rules and regulations on administrative and financial matters.
2. Oversee and monitor the information flow of the Unit/Team, screening, sorting, analyzing and identifying areas requiring action by the team lead/team members.
3. Draft general or administrative correspondence on own initiative or based on instructions; finalize correspondence/reports for signature/clearance.
4. Create and maintain filing systems; continuous review of filing system to ensure information is up to date and effectively and efficiently used.
5. Prepare all necessary documentations, do quality administrative checks before approval, upload all relevant documents in the system.
6. Coordinate compilation of technical documents to ensure they are logically compiled, formatted and assembled to facilitate the work of the Team/Unit.
7. Ensure the implementation processes are followed and financial reports are completed at the end of each activity.
8. 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.
9. Arrange and coordinate administrative preparation for meetings, seminars, workshops, including: preparing event plans in system, letters of invitation, cost estimates and travel requests; assisting with preparation of documents; dispatching of materials and liaising with participants and others involved.
10. Prepare travel requests for official WHO travels, make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.
11. Perform other related duties and responsibilities as required and assigned by supervisor and senior management

EDUCATIONAL QUALIFICATIONS, EXPERIENCE, ETC.

Competencies:

1. Teamwork
2. Respecting and promoting individual and cultural differences
3. Communication
4. Producing results
5. Moving forward in a changing environment

Functional Knowledge and Skills:

1. Strong analytical skills and highly goal oriented
2. Knowledge of UN/ Public Sector financial and administrative regulations
3. Excellent writing and communication skills;
4. Ability to work independently and in team setting
5. Ability to work in harmony with national/international staff of WHO and Ministry of Health
6. Ability to prepare good presentations and draft high-quality reports and official documents

Education Qualifications:

Essential:

Bachelor’s degree in area of Administration, Management, Finance, Project Management or equivalent from a recognized university.

Desirable:

Master’s degree in Business Administration, Management, Project Management or equivalent.

Experience:

Essential:

At least three (3) years of solid experience in the field of general administration, project management, event management, travel or related.

Desirable:

• Five (5) years of relevant experience in the field of general administration, project management, event management, travel or related
• Working experience in International organization or private company
• Candidates from Papua are strongly encouraged to apply

Languages:

Expert knowledge of written and spoken English and native language skills in Bahasa Indonesia.

Other Skills (e.g. IT):

Work is performed in normal working environment.

Extensive computer skills including the specialized software; proficient in the use of Microsoft Office applications, ability to work in a multi-cultural environment; Excellent organizational and inter-personal skills; ability to work unsupervised.

Programme and Operations Assistant, SSA, Level 4. In accordance with WHO Salary Scale for SSA support function at Level 4 (From IDR 12,566,600 to 19,547,933 per month).

LATE APPLICATIONS WILL NOT BE ACEPTED

Note:

1. The applicants should submit one copy of WHO Personal History Form (PHF) available on https://www.who.int/hac/about/personal_history_form.pdf?ua=1 and provide a Brief Summary giving details of relevant work experience and qualifications. Vacancy Notice number should be mentioned on the application and separate applications are required for more than one vacancy.
2. Applications should be submitted electronically by email to: seinorecruitment@who.int stating in the subject the vacancy number and title of the position. For information on WHO's operations please visit: http://www.searo.who.int/indonesia
3. A written test may be used as a form of screening for the short-listed applicants. The performance in written test will decide on applicant’s eligibility to appear in the interview. WHO does not cover any expenses related to participation in tests and/or interviews.
4. Only candidates under serious consideration will be contacted.
5. WHO is committed to workforce diversity.
6. WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
7. Only applications from nationals of INDONESIA will be accepted. Applicants who are not nationals of INDONESIA will not be considered.
8. Candidates from Papua are strongly encouraged to apply