Administrative and Finance Officer – (2206402)
Grade: NO-C
Contractual Arrangement: Fixed-term
appointment
Contract Duration
(Years, Months, Days): Two (2) Years
Primary
Location : Kenya-Nairobi
Organization : AF/EPR
Emergency Preparedness and Response
Schedule : Full-time
IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.
.OBJECTIVES OF THE
PROGRAMME
The mission of WHO’s
Emergencies Preparedness and Response (EPR) program is to support member states
to i) prepare for and prevent disease outbreaks and health emergencies, ii)
promptly detect, report, and confirm outbreaks, and iii) strengthen and sustain
their capacity to respond to and recover from the negative effects of health
emergencies.
PURPOSE OF THE POSITION
In the context of the
WHO Health Emergencies Preparedness and Response (EPR), at hub level, the
incumbent will provide financial and administrative support. The purpose of
this position is to manage and implement the administrative services of the Hub
to ensure smooth running of general budget and finance, human resources, and
overall administration of the office.
Duties &
Responsibilities
The incumbent will
manage and implement the overall administrative services of the
department/office in the area of work planning, monitoring budget and finance,
human resources and all administrative services of the office. The
Administrative and Finance Officer will report to the Operations Support and
Logistics Officer (1st level supervisor), while under the overall guidance of
the Regional Operations and Logistics Support Lead, who will also be the 2nd
level supervisor.
Within the framework of
the delegated authority, the incumbent is assigned all or part of the following
duties which are performed according to the needs and agenda:
Financial Management:
- Monitor the implementation of Direct Financial
Contributions (DFCs) to the Government, including the financial and
technical reporting.
- Compile inputs to create and update cluster work
plans in the Global Service Management (GSM); regular review of planned
costs against work plan funding and award budgets.
- Complete Award Activation, Distribution, and
Amendment requests.
- Monitor the utilization of award budgets against
expenditures, award distributions against approved project funding, and PB
allocations.
- Assist with supplier creation requests.
- Identify and process necessary revisions to
expenditures, award budgets, and project funding.
- Ensure the smooth functioning of the GSM workflow
process at the cluster level, including organizing regular briefings for
staff members.
- Follow up on cancellation of encumbrances on
activities.
- Perform any other related duties as assigned.
Human Resources and
Procurement:
- Assist the HR Unit in Leave administration for the
team members; keep track of contract renewals of teams and takes action;
accordingly, follow up on the Performance Management and Development
System (PMDS) of team members; process periodic medicals, temporary
recruitment and selection, and separations.
- Assist in monitoring and reviewing position costs
and staff costs.
- Support and compiles requests for the procurement
of goods and services; acknowledge receipt of goods and services,
including the maintenance and updating of the cluster inventory on
non-expendable items.
- Assist in the procurement of material resources to
the level delegated to the cluster as and when required by the team.
Administrative Support
and Coordination:
- Perform overall coordination of cluster
administrative and support services.
- Ensure compliance with organizational rules and
procedures on all administrative and financial matters and transactions;
undertake regular briefing sessions for team members.
- Follow-up on programme implementation, drawing the
attention of the supervisor or other senior staff to problems,
inconsistencies, and delays.
- Draft correspondence on own initiative or based on
instructions; or redirect them as appropriate, drawing the attention of
the supervisor or other staff concerned. To assist in drafting evaluations
and justifications as required.
- Provide coordinating support in the preparation of
meetings and seminars. Maintain a central list of trainers/resource people
and supervisors from the regions and national institutes and collate all
background documentation related to the activities. Assist with logistical
arrangements as appropriate (i.e., arrange note-taking, coordinate
preparation of minutes and reports, and arrange
translation/interpretation).
- Provide admin support to the team members of the
cluster, including the processing correspondences, travel arrangements,
and meeting arrangements; and Maintaining a filing system.
- Provide support to staff in initiating Travel
Requests (TRs) and advising on Travel Claim (TC) submissions with
orientations on supporting documentation and Records Management (RMS) nomenclature.
- Ensure proper administration of physical resources
and office arrangements for team members, including vehicles, office
equipment, furniture, and supplies, and produce a status report regularly.
- Supervise the admin support team under the cluster,
assign duties and monitor performance.
Qualifications
Education
Essential: First university
degree in Finance, Management, Business Administration, or related field from
an accredited/recognized institute.
Desirable: Advanced degree in
Finance, Management, Business Administration, or related field from an
accredited/recognized institute. Professional certification in areas such as
finance, accounting, operations management, etc
Experience
Essential: Minimum of five (5)
years of experience in Engineering and Building Construction management, urban
planning, architecture, water and sanitation or related field and at least two
years’ experience at managerial level in a national or international
organization.
Desirable: At least five (5)
years of relevant work experience in a comparable international organization in
at least three of the areas below:
- Financial accounting, monitoring, and reporting,
budget planning, processing of transactions, use of financial management
systems, and audit.
- Procurement of goods and services, human resource
support.
- Event organization, travel organization.
Skills
- Good knowledge and skills in accounting and
finance.
- Concrete skills in managing administrative
processes.
- Strong skills and understanding in the area of
human resources.
- Sound skills in utilizing Enterprise Resource
Planning Oracle systems or similar packages.
- Strong computer skills in office applications,
including Excel, PowerPoint, and word.
WHO Competencies
- Teamwork.
- Respecting and promoting individual and cultural
differences.
- Communication.
- Producing results.
- Ensuring the effective use of resources.
Use of Language Skills
- Essential: Expert knowledge of English.
- Knowledge of another UN official language would be
an asset.
REMUNERATION
WHO offers staff in the
Professional Category an attractive remuneration package, which for the above
position includes an annual net base salary starting at 6,418,012 in
Shillings (subject to mandatory deductions for pension contributions and
health insurance, as applicable).
Other benefits include
30 days of annual leave, allowances for dependent family members, home leave,
and an education grant for dependent children.
How to Apply
Closing
Date : Jul 27, 2022, 12:59:00 AM
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.
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visit: http://www.who.int
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the highest ethical and professional standards and that is committed to
put the WHO Values Charter into practice.
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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.
- 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.