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 1,760 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

As part of the team, the incumbent performs a variety of secretarial, coordinating, monitoring and administrative services in support of project/programme activities. The main objective of the programme is to support the efforts of the five countries within the Greater Mekong Sub-region (GMS) namely Cambodia, Myanmar, Lao People's Democratic Republic, Thailand and Viet Nam to tackle the artemisinin resistance in the Greater Mekong through the Regional Artemisinin Resistance Initiative (RAI). The incumbent would specifically support the UNOPS funded project and the Global Fund to Fight AIDS, Tuberculosis and Malaria (GFATM) funded project aiming at supporting the RSC Secretariat team and independent monitoring panel (IMP) that has been established to provide a clear and independent view on implementation progress and make recommendations for remedial actions to the RSC and implementing partners. The incumbent would support all administrative tasks related to the IMP, and their use of ad hoc consultants where required, field visits, and RSC meeting participation. In addition, the goal is to support RSC engagement with Country Coordinating Mechanisms (CCMs) and key partners, through information exchange and communication activities.

DESCRIPTION OF DUTIES

Under the general supervision of the Technical Officer, RSC and guidance of the Head of the WHO Country Office, Cambodia, the incumbent will perform the following functions in support to RSC Secretariat, IMP and other related activities:

1. Provides administrative support to RSC Secretariat

a. Monitors and updates information relevant to programme budget under RSC programme to ensure effective programme budget allocations and disbursement

b. Provides routine oversight and analysis of implement activities under RSC Secretariat workplan

c. Drafts correspondence on routine matters on own initiative or from brief instructions, takes notes at meetings as basis for minutes and assists in providing interpretation, as and when required;

d. Makes travel arrangement for the team including RSC members and IMP, including transport/security clearances, preparation of briefing folders for duty travel;

e. Sets up schedules of appointments for supervisor and visitors, places and screens telephone calls and answers queries with discretion;

f. Opens/organizes and maintains projects files with an appropriate system for follow up on responses and deadlines;

g. Assists the supervisor in maintaining close collaboration and communication with the RSC members, MME Team, RAI, and WHO country offices in the GMS, regional offices in the Western and Southeast Asia and HQ;

2. Organizes and facilitates administrative work of the RSC Secretariat

a. Screens incoming correspondence, documents and reports and routes to the supervisor with full background material and ensures its distribution and follows up on deadlines;

b. Takes/transcribes non-technical and technical correspondence, reports, etc. from dictation, tapes and manuscripts, using word-processing equipment, ensuring grammatical accuracy, conformity with procedural accuracy and format;

c. Undertakes searches, compiles and maintains information relevant to the team;

d. Initiates administrative actions related to programme issues, finance, procurement and supplies, staff, travel, project agreements and follows up as needed, including using the Global Management System; assists in monitoring of project implementation;

e. Maintains, updates and make the necessary follow ups on expenditure records, preparation of local purchase orders for supplies and equipment and preparation of reports, as and when required;

f. Monitors and follows up on ongoing/pending internal approvals with relevant focal points within CO and at WPR

g. Maintains confidential and general management files; and

h. Provides secretarial and clerical support to consultants and visiting staff, as and when required

3. Participates in the organization and preparation of RSC meetings and stakeholder partner meetings, including field mission with IMP if needed

4. Provides administrative support in organizing workshops, meetings and training courses, including preparations of related folder

5. Occasionally replaces secretarial staff within the country programme area during their absence as coordinated by Administrative Assistant

6. Performs other related duties as required.

REQUIRED QUALIFICATIONS

Education

Essential: Equivalent to graduation from secondary school with thorough training in programme management and general administration. Desirable: Relevant higher education from an accredited institution with additional training in management, finance and administration.

Experience

Essential: At least eight years of progressively responsible experience in the secretarial/administrative field. Desirable: Work experience in UN environment.

Skills

Thorough knowledge of office procedures and broad administrative functions. Ability to acquire knowledge of WHO finance and administrative rules, procedures and regulations.

Ability to prepare substantive correspondence, and to analyze and interpret source documentation and data.

Good interpersonal and communication skills, tact, diplomacy and versatility.

Ability to work harmoniously as a member of a team, adapt to diverse educational and cultural backgrounds and maintain a high standard of personal conduct.

WHO Competencies

Teamwork Respecting and promoting individual and cultural differences Communication Producing results Knowing and managing yourself

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Khmer. 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 USD 20,557 (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'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 post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.