Details
Mission and objectives
WHO LBY organization mission TBD
Context
The WHO Libya Country Office provides technical cooperation and support to the Ministry of Health and other national institutions to strengthen the health system, improve health outcomes and advance universal health coverage. Its work is guided by WHO’s global and regional strategic priorities and aligned with national health priorities, in collaboration with government institutions, United Nations agencies, development partners and other stakeholders.
WHO Libya’s work encompasses health systems strengthening, disease prevention and control, health emergency preparedness and response, health information, and support for vulnerable populations. The Country Office operates in a complex and evolving context that requires effective coordination, operational flexibility, accountability and close collaboration across programmes and functions
WHO Libya’s work encompasses health systems strengthening, disease prevention and control, health emergency preparedness and response, health information, and support for vulnerable populations. The Country Office operates in a complex and evolving context that requires effective coordination, operational flexibility, accountability and close collaboration across programmes and functions
Task description
Within the delegated authority and under the direct supervision of the Senior Strategy & Policy Advisor or his/her designated mandated representative(s), the UN Volunteer Programme Assistant will undertake the following tasks:
1. Financial Management and Support
Review financial and obligating documents and undertake reconciliations, as required.
Process financial transactions in the Enterprise Resource Planning (ERP) system and follow up with relevant stakeholders to ensure timely receipt of deliverables and completion of payments.
Support the monitoring of financial aspects of country programme and project implementation, including budget availability, expenditures and utilization rates, in accordance with approved work plans and financial procedures.
Identify and flag financial discrepancies, inconsistencies, potential risks and delays to the supervisor, and support appropriate follow-up actions.
Provide guidance and brief staff at different levels on relevant budgetary, financial, administrative and human resources procedures and practices.
2. Administrative and Human Resources Support
Provide input to the supervisor on planning, resource allocation and human resources management for programmes and projects.
Support human resources administrative processes, including monitoring staff contracts, maintaining and updating the departmental human resources plan, and acting as leave administrator.
Coordinate the effective delivery of administrative services, including monitoring office space requirements and acting as the focal point for office space-related matters.
Review and analyse incoming correspondence and requests, conducting relevant research and providing background information as required.
Draft correspondence, reports and other administrative documents, either independently or based on instructions, and finalize them for review and signature.
Maintain and update the unit's filing and documentation systems, ensuring the proper organization and accessibility of technical documents and correspondence.
Provide logistical and administrative support for the organization of meetings, workshops, missions and staff travel.
Support colleagues in general administrative processes and provide backstopping assistance to administrative staff within the team.
Perform any other related duties as may be required or assigned by the supervisor.
Results/Expected Outputs
The UN Volunteer Programme Assistant is expected to contribute to the following results:
1. Effective Financial Management and Monitoring
Financial and obligating documents are reviewed and processed accurately and in a timely manner.
Financial transactions, reconciliations and payment follow-ups are completed in accordance with established WHO procedures.
Programme and project budgets, expenditures and financial implementation are regularly monitored, with discrepancies and potential delays promptly brought to the supervisor's attention.
2. Efficient Administrative and Human Resources Support
Administrative and human resources processes are effectively coordinated and followed up, including staff contract monitoring, leave administration and updating of the departmental human resources plan.
Office space, logistical arrangements, meetings and staff travel are adequately coordinated and supported.
Correspondence, reports and administrative documentation are accurately prepared, finalized and properly maintained.
The unit's filing and documentation systems remain organized, accessible and up to date.
Timely and responsive administrative support is provided to WHO colleagues and relevant stakeholders.
3. Quality of Service Delivery and Institutional Support
As an active member of the WHO team, the UN Volunteer provides efficient, timely, responsive, client-oriented and high-quality support, contributing to the effective implementation of the unit's activities and the achievement of its objectives.
An Age, Gender and Diversity (AGD) perspective is systematically integrated and documented across all relevant activities throughout the assignment.
4. Contribution to Volunteerism and Knowledge Sharing
The UN Volunteer actively contributes to promoting the values and principles of volunteerism within the host entity and, where relevant, through engagement with local communities and stakeholders.
Relevant volunteerism-related activities and contributions are documented through annual and end-of-assignment self-reports.
Knowledge-sharing initiatives, including contributions to UNV publications, the Buddy Programme and the promotion of online volunteering, are supported as appropriate.
A final statement of achievements relating to volunteerism for peace and development is submitted, documenting activities undertaken, contributions made and capacities developed during the assignment.
1. Financial Management and Support
Review financial and obligating documents and undertake reconciliations, as required.
Process financial transactions in the Enterprise Resource Planning (ERP) system and follow up with relevant stakeholders to ensure timely receipt of deliverables and completion of payments.
Support the monitoring of financial aspects of country programme and project implementation, including budget availability, expenditures and utilization rates, in accordance with approved work plans and financial procedures.
Identify and flag financial discrepancies, inconsistencies, potential risks and delays to the supervisor, and support appropriate follow-up actions.
Provide guidance and brief staff at different levels on relevant budgetary, financial, administrative and human resources procedures and practices.
2. Administrative and Human Resources Support
Provide input to the supervisor on planning, resource allocation and human resources management for programmes and projects.
Support human resources administrative processes, including monitoring staff contracts, maintaining and updating the departmental human resources plan, and acting as leave administrator.
Coordinate the effective delivery of administrative services, including monitoring office space requirements and acting as the focal point for office space-related matters.
Review and analyse incoming correspondence and requests, conducting relevant research and providing background information as required.
Draft correspondence, reports and other administrative documents, either independently or based on instructions, and finalize them for review and signature.
Maintain and update the unit's filing and documentation systems, ensuring the proper organization and accessibility of technical documents and correspondence.
Provide logistical and administrative support for the organization of meetings, workshops, missions and staff travel.
Support colleagues in general administrative processes and provide backstopping assistance to administrative staff within the team.
Perform any other related duties as may be required or assigned by the supervisor.
Results/Expected Outputs
The UN Volunteer Programme Assistant is expected to contribute to the following results:
1. Effective Financial Management and Monitoring
Financial and obligating documents are reviewed and processed accurately and in a timely manner.
Financial transactions, reconciliations and payment follow-ups are completed in accordance with established WHO procedures.
Programme and project budgets, expenditures and financial implementation are regularly monitored, with discrepancies and potential delays promptly brought to the supervisor's attention.
2. Efficient Administrative and Human Resources Support
Administrative and human resources processes are effectively coordinated and followed up, including staff contract monitoring, leave administration and updating of the departmental human resources plan.
Office space, logistical arrangements, meetings and staff travel are adequately coordinated and supported.
Correspondence, reports and administrative documentation are accurately prepared, finalized and properly maintained.
The unit's filing and documentation systems remain organized, accessible and up to date.
Timely and responsive administrative support is provided to WHO colleagues and relevant stakeholders.
3. Quality of Service Delivery and Institutional Support
As an active member of the WHO team, the UN Volunteer provides efficient, timely, responsive, client-oriented and high-quality support, contributing to the effective implementation of the unit's activities and the achievement of its objectives.
An Age, Gender and Diversity (AGD) perspective is systematically integrated and documented across all relevant activities throughout the assignment.
4. Contribution to Volunteerism and Knowledge Sharing
The UN Volunteer actively contributes to promoting the values and principles of volunteerism within the host entity and, where relevant, through engagement with local communities and stakeholders.
Relevant volunteerism-related activities and contributions are documented through annual and end-of-assignment self-reports.
Knowledge-sharing initiatives, including contributions to UNV publications, the Buddy Programme and the promotion of online volunteering, are supported as appropriate.
A final statement of achievements relating to volunteerism for peace and development is submitted, documenting activities undertaken, contributions made and capacities developed during the assignment.
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Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.