Programme Associate (Finance and Procurement)

OBJECTIVES OF THE PROGRAMME

To ensure healthy life of people in Timor-Leste by contributing to strengthen the capacity of government counterpart on preparedness and response to infectious diseases across surveillance, the laboratory system and capacity building for human resources.

DESCRIPTION OF DUTIES

Under the overall guidance of WHO Representative (WR) and direct supervision of the Medical Officer Epidemiologist the Programme Associate will provide financial and procurement administrative support to the Surveillance Project Management Unit. The work will be in close cooperation with Surveillance, Nutrition and Food Security unit members and WCO team and the assigned duties and responsibilities are as outlined below:

Financial administrative support

1. Assist in planning, monitoring income and expenditures, preparing revisions according to the needs of the projects, and progress review of projects and tasks in the GSM/Oracle work plan.
2. Provide team members with timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required.
3. Promptly follow-up on financial, budgetary and any outstanding issues concerning the team/department, including ensuring timely processing of committal documents.
4. Provide monitoring and administrative support to the project team and the unit on financial management and controls.
5. Prepare supporting documents for payments and financial reports.
6. Provide inputs to the project team in preparation of budget delivery plans and keeping track of expenditure.
7. Monitor each month over-expenditure of project budgets and follow up with project manager.
8. Monitor the proper follow up of advances to implementing partners, review their financial reports together with project managers.
9. Provide support in financial donor reporting by providing timely information and taking necessary actions as required. Procurement and human resources administrative support
10. Initiate, through Oracle/GSM procurement module, contracts for consultants, Agreements for Performance of Work(APW), Technical Services Agreements(TSA), and General External Services requests (GES).- Undertake all procurement actions of associated programmes by creating procurement requisitions for the supplies of goods and services, supplier creation, invoice processing, inventory record updating in GSM.
11. Obtain supplier data from goods and services suppliers/implementing agencies for creation of new suppliers in the GSM.
12. Monitor and record receipt of deliverables and initiate and monitor payments as needed.
13. Ensure the timely appointment/renewal of contracts, initiating requests for temporary and fixed-term staff in the HR Action Plan.
14. Monitor requests for goods and services, including receipt, payment and inventory requirements.
15. In close collaboration with other support staff, create and/or maintain filing systems; continual review of filing system to ensure information is up to date and effectively and efficiently used. Other general administrative work and related duties
16. Other related duties as required or instructed, including providing support to other areas of work.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or equivalent.

Desirable: Degree or Diploma in finance or accounting will be advantage.

Experience

Essential: Minimum 8 years of experience in relevant area including finance, procurement or administration.
Desirable: Relevant experience in WHO or another UN agency or international organization is an asset. Experience in Oracle-based or other ERP systems is an advantage

Skills

The incumbent maintains and updates proficiency in the use of modern office technology through of in-house courses, on-the-job training or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief others and explain procedures.

WHO Competencies

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Knowing and managing yourself
• Producing results

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Tetum.

Desirable: Intermediate knowledge of Portuguese.

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 USD 15,884 (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
• Only candidates under serious consideration will be contacted.
• A written test and/or an asynchronous video assessment 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.
• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
• The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.
• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int
• An impeccable record for integrity and professional ethical standards is essential. 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.
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• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
• Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
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