PROJECT ASSISTANT: G5

Contract

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

Purpose of the position

To Provide administrative support to the project under the general supervision of the Programme Officer and overall guidance of the Operation Officer. The incumbent performs functions related to Program support in the GSM environment. The incumbent works based on general instructions, from his/her own experience, according to the policies, procedures, rules and regulations of the Organization, ensures the proper functioning in the team or department. The incumbent is invited to seek advice on unusual matters. Most of the work is checked for accuracy and relevance by the incumbent and by the Programme Officer and Operation Officer on an ad hoc basis for the achievement of results and quality in general; correspondence is referred to the Programme Officer as needful, before submission to the Representative.

Summary of Assignment

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<span style="font-size:10pt"><span style="font-family:"Courier New""><span lang="EN" style="font-size:12.0pt"><span style="font-family:"Garamond",serif">1. Initiate correspondence projects on the orientation of </span></span><span style="font-size:12.0pt"><span style="font-family:"Garamond",serif">Programme Officer</span></span><span lang="EN" style="font-size:12.0pt"><span style="font-family:"Garamond",serif">; finalize them in accordance with WHO and departmental styles and check language, grammar and accuracy before submission for approval and signature.</span></span></span></span>

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<span style="font-size:10pt"><span style="font-family:"Courier New""><span lang="EN" style="font-size:12.0pt"><span style="font-family:"Garamond",serif">2. Organize the administrative preparation of internal and external meetings, including the preparation of business plans in GSM / Oracle, letters of invitation, cost estimates and travel requests; assist in the preparation of documents; sending materials and liaising with participants and others involved.</span></span></span></span>

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<span style="font-size:10pt"><span style="font-family:"Courier New""><span lang="EN" style="font-size:12.0pt"><span style="font-family:"Garamond",serif">3. Analyze correspondence and requests received, highlight incoming documents and attach background information and identify areas requiring action by Program Managers, drawing attention to important issues. Schedule meetings of Program Administrators, according to schedules and needs; take minutes of meetings and follow up on issues requiring action to ensure prompt response to WHO requests.</span></span></span></span>

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<span style="font-size:10pt"><span style="font-family:"Courier New""><span lang="EN" style="font-size:12.0pt"><span style="font-family:"Garamond",serif">4. Obtain information documents for meetings, seminars, workshops, etc. which Program Administrators take part in, verify their availability, and ensure that they have the appropriate information files and documents.</span></span></span></span>

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<span style="font-size:10pt"><span style="font-family:"Courier New""><span lang="EN" style="font-size:12.0pt"><span style="font-family:"Garamond",serif">5. Ensure that technical reports and documents conform to WHO standards, rules, practices, procedures and editing style and correct them as necessary prior to submission to the Representative's signature.</span></span></span></span>

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<span style="font-size:10pt"><span style="font-family:"Courier New""><span lang="EN" style="font-size:12.0pt"><span style="font-family:"Garamond",serif">6. Use appropriate monitoring tools, monitor and ensure deadlines and deadlines are met, and correspondence and requests are analyzed and processed as soon as possible.</span></span></span></span>

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<span style="font-size:10pt"><span style="font-family:"Courier New""><span lang="EN" style="font-size:12.0pt"><span style="font-family:"Garamond",serif">7. Use GSM to prepare requests for official travel by Program Officer. Make airline and hotel reservations, prepare travel records, and handle other related matters upon request.</span></span></span></span>

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8. Follow-up with the implementing partners for progress report and DFC/DI FACE for submission to the Programme Officer

9. Assist Procurement, Travel and Logistics Assistant to perform purchases and procurement of materials, goods, and equipment according to the project needs and the corresponding administrative and/or forwarding procedures

10. Assist in raising requisition for goods and services in GSM

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<span style="font-size:10pt"><span style="font-family:"Courier New""><span lang="EN" style="font-size:12.0pt"><span style="font-family:"Garamond",serif">11. Perform other related duties as required or directed, including support to the Administration </span></span></span></span>

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<span style="font-size:10pt"><span style="font-family:"Courier New""><span lang="EN" style="font-size:12.0pt"><span style="font-family:"Garamond",serif">      and the Representative's Office.</span></span></span></span>

Subject to the agreement of both parties, these terms of reference may be modified from time to time, as required in the interest of the project/activity.

<span style="font-size:10pt"><span style="font-family:"Courier New""><span lang="EN" style="font-size:12.0pt"><span style="font-family:"Garamond",serif">1. Communication</span></span></span></span>

<span style="font-size:10pt"><span style="font-family:"Courier New""><span lang="EN" style="font-size:12.0pt"><span style="font-family:"Garamond",serif">2. Teamwork</span></span></span></span>

<span style="font-size:10pt"><span style="font-family:"Courier New""><span lang="EN" style="font-size:12.0pt"><span style="font-family:"Garamond",serif">3.  Overall attitude at work</span></span></span></span>

4. Respecting and promoting individual and cultural differences

Functional Knowledge and Skills: -Describe the essential knowledge and the skills specific to the position

<span style="font-size:10pt"><span style="font-family:"Courier New""><span lang="EN" style="font-size:12.0pt"><span style="font-family:"Garamond",serif">The incumbent will demonstrate mastery; actualize his knowledge in the use of modern office technology through internal courses, on the job or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in Country Office, organic group and WHO, to be able to brief and explain procedures to other members Staff.</span></span></span></span>

Educational Qualifications

Essential: - Completion of Grade 12 followed by Administrative training

Desirable: Diploma in Administration, or related field will be an advantage

Experience:

Essential: - 5 years of experience in a recognized public or private institution

Desirable: - Experience in administrative support positions within WHO or another UN agency is an asset. Experience in Oracle-based systems or another ERP-like system is an asset.

Languages

Essential - Fluency in English.

Desirable – Working knowledge of French would be an advantage.

Duration of Assignment

01 July 2022 to 31 January 2023