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.

OBJECTIVES OF THE PROGRAMME

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

DESCRIPTION OF DUTIES

1. Coordinate with WCO staff on project priorities and activities with a view to ensuring effective delivery of administrative services, contribute to the development of the WCO 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 WCO 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 HWCO 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 HWCO and recommend changes in thenumber and/or profile of the support staff in the WCO; evaluate applications andrecommend 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 tasksand 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 WCO 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 HWCO and technical staff to facilitate planning and decision making.

REQUIRED QUALIFICATIONS

Education

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.

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.

WHO Competencies

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Moving forward in a changing environment
• Setting an example

Use of Language Skills

Essential: Very good knowledge of English and Arabic. Desirable: Knowledge of French.

Other Considerations (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.) - Excellent knowledge of Microsoft Office. - Knowledge and ability to operate ERP systems is an asset.

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 (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.
• Interested candidates are strongly encouraged to apply on-line through Stellis. For assessment of your application, please ensure that: 1 -Your profile on Stellis is properly completed and updated. 2- All required details regarding your qualifications, education, training and experience are provided under relevant sections. 3- Your experience records are properly entered with elaboration on tasks performed at the time.
• Enhanced WHO Global Competency Model: https://www.who.int/publications/m/item/enhanced-who-global-competency-model
• 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.