Programme 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.

Salary

The salary for this job should be more than 7,881 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 Department of Finance's objectives are to support Country Offices, Regional Offices and Headquarters in all financial matters to ensure precise and timely services to colleagues throughout the Organization, including hosted entities. Financial services include Treasury, investments, Staff Health Insurance, pension and other insurances. To set financial policy, issue annual financial statements and manage WHO external audit; to maintain transparency, accountability and trust in WHO by all stakeholders. To provide the best customer service possible, facilitating access to benefit entitlements for the WHO family worldwide and efficient processing of all related benefits using innovative technology.

DESCRIPTION OF DUTIES

Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:

• Provide support and input to the Director on planning, resource allocation and human resources management across the full range of programmes and projects of the Department.
• Brief staff at all levels on budget, financial, procurement, administrative, HR- and other procedures and practices and monitor the correct use of the WHO Financial Regulations and Financial Rules in their implementation of funds.
• Provide administrative support to the operational planning and development of projects and work plans and assist the Director and/or Team(s) through the provision of targeted, seamless programmatic, financial and administrative support work along the life-circle of the project(s).
• Verify obligating documents, cross-checking relevant information available from GSM or other on-line 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 regulations and financial rules and award agreements.
• Follow up actions on financial and budgetary matters, acting as admin approver within delegated authority, and coordinate the mid-term reviews and the end of year of biennium closure of accounts exercise for the Department.
• 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.
• Monitoring the staffing level of the Department, keeping track of all contract extensions and renewals, checking and ensuring that funds are available for the proposed contract and ensure that the renewal of contracts for staff are carried out in a timely fashion, maintaining and updating the Departmental HR plan accordingly.
• Prepare routine and ad hoc financial reports using GSM and other related sources of information to assist the Director in taking appropriate decisions and to ensure that funds are utilized optimally.
• Monitor, and follow-up on programme implementation-levels, drawing the attention of the Director to problems, inconsistencies delays and other anomalies detected.
• Coordinate and follow-up on the Department`s HR-administrative issues, ranging inter alia from providing HR-related information on rules and procedures to the Director as well as to staff of the Department; ensure proper management of the HR Plan/HR Action Plan within the workplan; follow-up on actions required on contract issues for staff and non-staff,onboarding, briefing of new staff; and follow-ups on performance evaluation reports/PMDS issues Coordinate and manage the smooth running of the administrative functions in the Department, including maintaining an up to date status of the office space and acting as the office space focal point for the Department.
• Check, obligate and clear purchase requests for services and equipment, working in close collaboration with relevant colleagues to ensure that ordered services are appropriate.
• Draft routine and non-routine correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature; analyze incoming correspondence and requests, researching, obtaining and attaching background information where required, or redirecting them as appropriate, drawing the attention of the supervisor or other senior staff concerned; drawing Director's attention to urgent items and deadlines.
• Attend meetings and take minutes when required.
• Oversee the organization of large-scale,high-level, international meetings relating to the work of the Department and coordinating logistics for off-site meetings.

Perform other related duties as required or instructed, including providing support to other areas of work as assigned, such as (specific duties):

• Administers procurement processes ensuring the consistent and efficient use of standard procurement procedures.
• Ensure smooth running of the Director's Office through the efficient provision of administrative and secretarial support to the Director and support the operation of the Director's daily agenda, making appointments, or re-arranging schedules disrupted by unexpected events.
• Manage and organize all duty travels for the Director and staff; and support the administration of the headquarters purchasing card programme, as well as the finance training and certification programme.

REQUIRED QUALIFICATIONS

Education

Essential:

• Completion of secondary school education or equivalent.
• Technical training courses in administration, finance and/or management related areas.

Desirable: Higher education an advantage, with a focus on business administration or finance.

Experience

Essential: At least 8 years of relevant experience with an emphasis on programme management, budgeting, Human Resources Management, Procurement, and Travel.

Desirable:

• Relevant experience in WHO or another UN agency an asset.
• Experience in Oracle-based or other ERP systems an asset.

Skills

• The incumbent takes self-initiative to maintain and update proficiency in the use of modern office technology through 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.

WHO Competencies

Teamwork Respecting and promoting individual and cultural differences Communication Producing results Moving forward in a changing environment

Use of Language Skills

Essential:

• Expert knowledge of English.
• Intermediate knowledge of French.

Desirable: Intermediate knowledge of other WHO Official Languages.

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 CHF 84,962 (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.