Roster for Programme Assistants, G5/G6

Geneva

Organization: WHO - World Health Organization
Location: Geneva
Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
Occupational Groups:
- Administrative support
- Project and Programme Management
Closing Date: Closed

PROGRAMME ASSISTANT G6

PurposeofthePosition

WithintheOfficeoftheDirectoroftheDepartment,theincumbentprovidesarangeofsupport in the day-to-day programme, financial, human resources related and administrative support, including updating of the operational planning budget and finance matters in GSM as well as a variety of general administrative actions related to the work of the Department.

ObjectivesoftheProgrammeandtheimmediateStrategicObjective

The incumbent works under the supervision and guidance of the responsible Officer and in collaboration with the management officer of the Division. S/he provides an array of programmatic,financial, administrativeandHRsupporttotheprogramme(s)oftheDepartment. WorkisassignedusuallywithgeneralinstructionsonlyandperformedinaccordancewithWHO e-Manual, financial rules, regulations and procedures.The incumbent seeks clarification from the originator and/or guidance from the supervisor where and when required.

Workiscontrolledformeetingexpectationsandmeetingdeadlines.Financialreports,budgetary documents and statements are reviewed for accuracy.

TheincumbentmaybecalledupontoprovidebriefingtostaffonWHOfinancialand administrative procedures and practices, and on other specific procedures.

Withinthedelegatedauthority,theincumbentisassignedallorpartofthefollowing responsibilities:

Provide support and input to the Director on planning, resource allocation and human resourcesmanagementacrossthefullrangeofprogrammesandprojectsoftheDepartment.
Brief staff at all levels on budget, financial, administrative, HR- and other procedures and practicesandmonitorthecorrectuseoftheWHOFinancialRulesandRegulationsbystaffin their implementation of funds.
Provide administrative support to the operational planning and development of projects and work plans and assist the Director and/or Team(s) through the provision of targeted, seamless programmatic, financialandadministrativesupportwork alongthelife-circleoftheproject(s).
Verify obligating documents, cross-checking relevant information available from GSM or otheron-linesystems,ensuringtheavailabilityoffunds,updatingfiles,andtransferringfunds as instructed or as delegated; clearance ofobligating documents, checking them for completeness,andfollowing-uponmissingelements,liquidatingobligationsandundertaking reconciliation as required.
Verify expenditures to comply with work plans, financial rules and regulations and award agreements.Followupactionsonfinancialandbudgetarymatters,actingasadminapprover within delegated authority, and coordinate the mid-term reviews and the end of year of biennium closure of accounts exercise for the Department.
Screenandreviewvariouscontractualmaterials,issuingPTAEOnumbers,earmarkingfunds, and verifying and clearing payment requests; prepare appropriate draft contracts for individuals or service providers such as APW's, and other contract modalities.Monitoring the staffing level of the Department, keepingtrack of all contract extensions and renewals, checking and ensuring that funds are available for the proposed contract and ensure that the renewalofcontractsforstaffarecarriedoutinatimelyfashion,maintainingandupdatingthe Departmental HR plan accordingly.
Prepare routine and ad hoc financial reports using GSM and other related sources of informationtoassisttheDirectorintakingappropriatedecisionsandtoensurethatfundsare utilized optimally.
Monitor,andfollow-uponprogrammeimplementation-levels,drawingtheattentionofthe Director to problems, inconsistenciesdelays and other anomalies detected.
Coordinate and follow-up on the Department`s HR-administrative issues, ranging inter alia fromprovidingHR-relatedinformationonrulesandprocedurestotheDirectoraswellasto staff of the Department; ensure proper management of the HR Plan/HR Action Plan within the workplan; follow-up on actions required on contract issues for staff and non-staff, on- boarding, briefing of new staff; and follow-ups on performance evaluation reports/PMDS issues.
Coordinate and managethesmooth runningof 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.
Check,obligateandclearpurchaserequestsforservicesandequipment,workinginclose collaboration with relevant colleagues to ensure that ordered services are appropriate.
Draft routine andnon-routinecorrespondence on own initiativeor on the basis of instructions; 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; drawing Director's attention to urgent items and deadlines.
TakeminutesintheDepartmentalgroupmeetingofDirectorTeamleadersand Administration.
Overseetheorganization oflarge-scale,high-level,internationalmeetingsrelatingtothe work of the Department and coordinating logistics for off-site meetings.
SupervisesupportstaffintheDirector’sOfficewhenrequired.
Performotherrelateddutiesasrequiredorinstructed,includingprovidingsupporttoother areas of work as assigned.

REQUIRED QUALIFICATIONS
Education

Essential : Completionofsecondaryschooleducationorequivalent.

Desirable: Technicaltrainingcoursesinofficeand/ormanagementrelatedareas.

Experience

Essential: Atleast8yearsofrelevantexperience.

Desirable: Relevantexperiencein WHOoranotherUNagencyanasset.ExperienceinOracle-basedor other ERP systems an asset.

Use of language skills

Essential: Expert knowledge of English or French with intermediate knowledge of the other language are required. KnowledgeofanotherWHOofficiallanguageanasset.

Skills

Theincumbenttakesself-initiativetomaintainandupdateproficiencyintheuseofmodernoffice technology throughin-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.

OtherSkills (e.g.IT) Workrequiresproficiencyintheuse ofwordprocessingorothersoftwarepackagesandotherstandardofficeequipment.Formalorself-trainingintheuseofstandardofficesoftware.TraininginOracle-basedorotherERPsystemsanasset.

WHO Competencies

Teamwork

_{Teamwork Respecting and promoting individual and cultural differences}

Communication

REMUNERATION

This post is subject to local recruitment and will be filled by candidates recruited in the local commuting area of each office.
Only successful candidates will be contacted.
Duration of contract will depend on the needs of the Department.

Annual salary: (Net of tax)
(Net of tax) G.6:CHF 86,236.- at single rate.

PROGRAMME ASSISTANT G5

PurposeofthePosition

WithintheOfficeoftheDirectoroftheDepartment,theincumbentprovidessupportintheday-to-dayprogramme,financial,humanresourcesrelatedandadministrativefunctions.

ObjectivesoftheProgrammeandtheimmediateStrategicObjective

Reporting to and under supervision of the responsible Officer and in collaboration with othersupportstaffoftheDivisiontheincumbentprovidessupportfunctionsinprogramme-,financial-,administrative- and HR- related areas. Non-routine work is assigned usually with instructions bythe supervisor and reviewed for meeting the expected outcomes, and is being performed inaccordancewithWHOe-Manual,financialrules,regulationsandprocedures.

Withinthedelegatedauthority,theincumbentis assignedallorpart ofthefollowingresponsibilities:

ProvidesupportandinputtotheofficeoftheDirectorortheimmediatesupervisoronaspectsof planning, resource allocation and human resources management of the programmes andprojects 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 RulesandRegulationsbystaffintheirimplementationoffunds.
Cross-check obligating documents available from GSM or other on-line 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 year of biennium closure of accounts exercise for the Department.
Review contractual documents, issuing PTAEO numbers, earmarking funds, and verifying and clearing payment requests; prepare appropriate draft contracts for individuals or service providers such as APW's, 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 ensure that the renewal of contracts for staff are 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 programme implementation-levels, drawing the attention of the Director to problems, inconsistencies delays and other anomalies detected.
Provide assistance on 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: Completionofsecondaryschooleducationorequivalent.

Experience

Essential: Atleast 5 yearsofrelevantexperience.

Desirable: Relevant experienceinWHOoranotherUNagencyanasset.Experiencein Oracle-basedorotherERPsystemsanasset.

Use of language skills

Essential: Expert knowledge of English or French with intermediate knowledge of the other language are required. KnowledgeofanotherWHOofficiallanguageanasset.

Skills

Theincumbentisexpectedtostaycurrenttodevelopmentsinhis/herareathroughattendingin-houseandon-linetrainingcourses.