Programme Assistant
Responsibilities
Within the delegated
authority, the incumbent is assigned all or part of the following
responsibilities:
Provide
support and input to the Business Operations Unit or the immediate supervisor
on aspects of planning, resource allocation, and human resources management of
the programs and projects of the Department.
Brief staff at all levels on budget, financial, administrative, HR, and other procedures and practices and monitor the correct use of the WHO Financial Rules and Regulations by staff in their implementation of funds.
Cross-check obligating documents available from GSM or other online systems, monitoring the availability of funds and alerting to upcoming shortfalls, updating files, and transferring funds as instructed; upon instruction clearance of obligating documents, checking them for completeness, and following up on missing elements as required.
Monitor
expenditures and alert supervisor on issues of compliance with work plans,
financial rules and regulations, and award agreements.
Follow
up on the mid-term reviews and the end of the year of biennium closure of
accounts exercise for the Department.
Review
contractual documents, issue PTAEO numbers, earmark funds, and verify and clear
payment requests; prepare appropriate draft contracts for individuals or
service providers such as APWs, and other contract modalities.
Monitoring
the staffing level of the Department, keeping track of all contract extensions
and renewal deadlines, checking and ensuring that funds are available for the
proposed contract and ensuring that the renewal of contracts for staff is
carried out in a timely fashion, maintaining and updating the Departmental HR
plan accordingly; acting as leave administrator for the Department.
Monitor,
and follow up on program implementation-levels, drawing the attention of the
Director to problems, inconsistencies delays, and other anomalies detected.
assist
with the Department`s HR-administrative issues. Manage the smooth running of
the administrative functions in the Department, including maintaining an
up-to-date status of the office space and acting as the office space focal
point for the Department.
On
own initiative draft routine correspondence, and upon instructions and guidance
draft correspondence of a non-routine character; finalize
correspondence/reports for signature; analyze incoming correspondence and
requests, researching, obtaining, and attaching background information where
required, or redirecting them as appropriate, drawing the attention of the
supervisor or other senior staff concerned to urgent items and deadlines.
Take
minutes in the Departmental group meetings.
Provide
administrative and logistical assistance in the context of the organization of
meetings relating to the work of the Department.
Perform
other related duties as required or instructed, including providing support to
other areas of work as assigned.
Required Qualifications
Education
Essential: Completion of secondary
school education or equivalent.
Experience
Essential: At least 5 years of
relevant experience.
Desirable: Relevant experience in
WHO or another UN agency is an asset. Experience in Oracle-based or other ERP
systems is an asset.
Skills
The
incumbent is expected to stay current with developments in his/her area by
attending in-house and online training courses.
WHO Competencies
Teamwork
Respecting
and promoting individual and cultural differences
Communication
Use of Language Skills
Essential: Expert knowledge of
English. Intermediate knowledge of French.
How To Apply
