Senior Administrative Assistant

Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education. More about G-7 contracts.

.Job Description

To ensure that effective WHO country presence is established to implement WHO country cooperation strategies that are aligned with Member State’s health and development agendas, and harmonized with the United Nations country teams

Under the supervision of the HWCO, the Senior Administrative Assistant is the recognized focal point for administrative programme activities within the WHO Representative’s office (WRO); acts as a senior lead; guides and trains team members across the full range of departmental support functions; and coordinates the provision of all administrative, financial, human resources and programme planning services to technical programmes within the country office.

Established procedural and office guidelines are available. The incumbent is expected to exercise considerable judgment and high degree of independency in planning steps, designing workflows, determining appropriate methods of delivering administrative services and providing timely and accurate advice to WRO staff on a full range of administrative procedures.

*Summary of Assigned Duties:

1. Coordinate with WRO staff on project priorities and activities with a view to ensuring effective delivery of administrative services, contribute to the development of the WRO programme budget, OSERs and workplans, maintain an overview on budgetary, funding and related financial issues, closely monitoring deadlines, obligations, gaps etc., verifying and recommending required actions.
2. Act as first level approver for all Global Management System (GSM) transactions related to all WRO workplans; carry out quality checking and subsequent validation of financial information and attachments; and identify discrepancies and recommend appropriate options/solutions.
3. Oversee the efficient management of the E-Imprest system; proper implementation of financial procedures and internal controls according to GSM operations and WHO rules, verify calculations, supporting invoices and payment authorizations.
4. Participate in preparation of proposals for resource mobilization and support WR and national partners, in the follow-up of multi or bilateral pledges to ensure the availability of funds for the implementation of workplans and programme activities.
5. Follow up with Ministry of Heath, national counterparts and the Regional office timely initiation and finalization of administrative actions pertaining to the implementation of WHO collaborative programmes, liaise with the national authorities obtaining Government's clearance for assignment of WHO staff and visiting missions.
6. Scrutinize all requests for procurement of goods and services ensuring receipt of governments’ approval, availability of detailed specification and funds, and adherence to WHO procedures, follow up with concerned parties customs clearance, receipt of deliverable and finalization of payments.
7. Finalize human resources (HR) plan following discussion with the WR and recommend changes in the number and/or profile of the support staff in the WRO; evaluate applications and recommend short list for support staff positions; act as a member of interview panel for administrative positions; provide induction training for new general service (GS) staff; represent staff in Local Salary Survey Committee.
8. Supervise administrative staff in providing effective and efficient support services, distribute tasks and review work to confirm compliance with WHO rules and regulations, identify training needs, plan and coordinate development activities for staff, in coordination with Staff Development and learning unit (SDL).
9. Oversee the security of the office premises to ensure MOSS compliance and provide briefing to staff as needed, ensure the proper maintenance of WRO buildings and equipment and the timely reporting on assets inventory.
10. Extract and analyse data relating to programme implementation and activities from all sources, draft related briefing summaries/reports, evaluate progress in implementation of workplans, and make recommendations to the WR and technical staff to facilitate planning and decision making.

Recruitment Profile: Competencies

1. Teamwork
2. Respecting & promoting individual and cultural differences
3. Communication
4. Moving forward in a changing environment
5. Setting an example

WHO global Competencies model at http://www.who.int/employment/WHO_competencies_EN.pdf?ua=1

Functional Knowledge and Skills:

- Proficient in office management, secretarial and budgetary controls, accounting procedures and systems.

- Excellent time management and stress management skills.

- Ability to lead, direct and manage a team.

- Demonstrated ability to work harmoniously with multi-cultural staff.

- Excellent analytical skills.

- Good knowledge of WHO/UN rules, manuals, practices, procedures and WHO Style Guide as applicable to the administrative level is an asset.

Education Qualifications

*Essential

Completed secondary education supplemented by secretarial communication and IT Training.

Desirable

University degree in business administration, social sciences or related field is an asset.

Experience

*Essential

At least ten years progressive experience in programme administration and management, including experience in a supervisory role

Desirable

Relevant experience in the UN system.

Language:

Very good knowledge of English and local language. French is an asset

Other considerations:

• Excellent knowledge of Microsoft Office.
• Knowledge and ability to operate ERP systems is 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. - 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. - WHO has a mobility policy which can be found at the following link: http://www.who.int/employment/en/. Candidates appointed to an international post with WHO are subject to mobility and may be assigned to any activity or duty station of the Organization throughout the world. - Applications from women and from nationals of non and underrepresented Member States are particularly encouraged. - *For WHO General Service staff who do not meet the minimum educational qualifications, please see e-Manual III.4.1, para 220. - Interested candidates must apply on-line through our Stellis recruitment system. For assessment of your application, please ensure that: (I) Your profile on Stellis is properly completed and updated;(ii) All required details regarding your qualifications, education and training are provided; (iii) Your experience records are entered with elaboration on tasks performed at the time. Kindly note that CVs/PHFs inserted via LinkedIn are not accessible