Programme Assistant (SSA)
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Contract
This is a No grade contract. More about No grade contracts.
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1. Background and Justification
* Purpose of the Position
As Programme Assistant to a Cluster the incumbent will ensure the smooth flow of work as related to administrative activities, coordinating actions with other support staff in the team and in consultation and collaboration with the Operations Officer.
2. Job Description
Objective of the Programme and the immediate Strategic Objectives
Country Office Support Units 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.
Organizational context (Describe the individual role of the incumbent within the team, the guidance and supervision received and training or briefing provided to others)
The incumbent works on the basis of general instructions, own experience and precedents, following WHO CO-specific procedures and practices, rules and regulations, to ensure smooth work flow in the assigned area of work. 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. Specific assignments are checked by the originator and/or the Assistant to the WR The incumbent is relied upon to brief colleagues on WCO specific administrative procedures and practices.
Summary of Assigned duties (Describe what the incumbent has to do to achieve main objectives)
GENERAL Provide background information for appointments with official visitors and/or staff members. Receive visitors and telephone calls with tact and discretion, and acts according to the nature and urgency of each, including redirecting as appropriate. Monitor requests for goods and services, including receipt, payment and inventory requirements.2. CORRESPONDENCE Draft general or administrative correspondence on own initiative or on the basis of instructions; Finalize correspondence/reports for signature/clearance Verify that outgoing correspondence is presented in accordance with WHO and department styles and checking language, grammar and accuracy prior to submitting for signature and clearance Analyze incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of the responsible officer's needs or redirecting them as appropriate. Identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items. Ensure that technical reports and documents are in line with WHO standards, rules, practices and procedures, editing and correcting them as necessary prior to their submission for signature or clearance of relevant authority. 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. Maintain an appropriate filing system for all official correspondences.
MEETING ADMINISTRATION Supports administrative preparation for meetings, seminars, workshops, including letters of invitation, costs calculation and travel requests Assisting with preparation of documents, dispatching of materials and liaising with participants and others involved. Support preparation of administrative presentations using Power-point and other software packages on own initiative or on the basis of instructions. Schedule periodic admin team and ad hoc meetings according to schedules and need; Taking and preparing minutes Obtain briefing and background materials for meetings, seminars, workshops etc. to be attended by the team, checking their availability and ensuring they have the appropriate briefing files and documents.
TRAVEL Using GSM/ORACLE to prepare requests for official WHO travel. Make flight and hotel reservations, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or own initiative.
PROCUREMENT--> Initiate requests for goods and services required by the supported clusters and ensuring all supporting documents are line with requirements of WHO rules and regulations.--> Follow up delivery of goods and services including submission of required technical reports for services contracts. (APW, Consultancies, TSA, SSA)
OTHER DUTIES: Perform other related duties as required or instructed, including providing support to other areas of work.
* Difficulty, Sensitivity, Nature and Importance of Work Relations
With whom (indicate title only) and for what purpose does the job require contacts?
Title of person
Subject and purpose of
contacted
contact
Within unit/division
Within Organisation at duty station
Within Organisation outside duty station
Outside the Organisation
- Recruitment Profile
Competencies: Generic
Describe the core, management competencies required - See WHO competency model - list in order of priority, commencing with the most important ones.
*1. Teamwork
*2. Respecting and promoting individual and cultural differences
*3. Communication
Knowing and managing yourself
Producing results
Competencies: Management
For all Positions that possess Managerial/Supervisory responsibilities, an additional mandatory Management Competency is required.
Is this a Supervisory Position? No
6. Functional Knowledge and Skills
Describe the essential knowledge and the skills specific to the position
Knowledge of WHO practices procedures and WHO Regulations and management practices; Knowledge of Gen Seq activities. Good communication, report writing and presentation skills. Ability to develop innovative approaches and solutions and solve problems. Ability to demonstrate effective interpersonal skills by working harmoniously as a member of a team, adapting to diverse educational, socio-political and cultural backgrounds and maintaining a high standard of personal conduct.
Education Qualifications
Essential
Completion of secondary school education or equivalent technical or commercial education.
Desirable
Training in secretarial tasks and/or in administrative field is desirable
Experience
Essential
5 - 7 years of relevant experience
Desirable
Experience in administrative support positions in WHO or another UN agency an asset.Experience in Oracle-based or other ERP systems an asset.
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.