Administrative Assistant (Programme Management)

OBJECTIVES OF THE PROGRAMME

The WHO Lao People's Democratic Republic, strives to support the Government in health reform and in promoting equitable access to quality health care. Specifically it seeks to\:

(1) develop and manage WHO programme of collaboration at country level in consultation with national authorities;

(2) support and coordinate Country Office programme planning, management, monitoring and evaluation, and reporting;

(3) strengthen health system and promote integrated service delivery, as related to the system, public health functions and disease control programmes, and support the health sector reform in order to achieve health-related Millennium Development Goals and universal coverage through technical capacity-building and technical assistance;

(4) strengthen the capacity for comprehensive planning and effective policy dialogue by providing support to the country planning process, support for sector reform, promote aid effectiveness and other means of sector-wide coordination and annual reviews; and

(5) facilitate and liaise with other UN agencies and development partners to support the implementation of Paris Declaration and Vientiane Declaration on Aid Effectiveness, and coordinate the monitoring and evaluation of WHO Country Cooperation Strategy and UN Development Assistance Framework and Action Plan.

DESCRIPTION OF DUTIES

Under the supervision of the Programme Management Officer and guidance of the Head of WHO (HWO) Country Office, the incumbent will perform the following duties\:

1. Assist the PMO with coordinating the programming work of the Country Office as follows\:

a) Facilitate communication exchange with other staff on programme matters, act as focal point to provide adequate and timely response and draft written responses to inquiries;

b) Screen and check background documents for completeness;

c) Prepare periodic reports and analytical reviews of various programmes, outcomes and outputs, awards, encumbrances; expenditures and implementation. Follow-up on programme implementation and programme-related deadlines, drawing the attention of Team Leaders to problems, inconsistencies and delays;

d) Prepare regular and ad hoc budgetary statements and financial implementation reports required by the Regional Office, donors, the Lao People's Democratic Republic Ministry of Planning and Implementation and development partners;

e) Check availability of funds and transfer funds as instructed by External Relations and Partnerships (ERP) and HWO;

f) Support the PMO in the development of WHO's Programme Budget, including facilitation among technical teams; and

g) Serve as focal point for guiding team assistants and technical officers on all programme management aspects.

2. Provide support to country office resources mobilization efforts including coordination with ERP on timely submission of proposals, donor reports including certified financial statements, tracking of award management; conduct budgeting; ceiling review; budget, award and workplan monitoring (funding, budgeting, implementation, encumbrances etc) and assist workplan managers in resolving award management issues.

3. Assist in encumbrance management by regular monitoring of payment made for Direct Financial Cooperation requests, Agreement for Performance of Work, Technical Services Agreements, Special Services Agreements, and other contracts and ensure that there is no overpayment or delays in payment.

4. Process request and monitor project/programme activities by reviewing project documentation, records, progress reports, budget and financial expenditures.

5. Coordinate human resources (HR) planning matters\: a) Assist in the preparation, monitoring and review of HR plans; b) Act as focal point for the Country Office HR programming issues; andc) Initiate, implement and monitor the Global Management System HR transactions.

REQUIRED QUALIFICATIONS

Education

Essential\: Completed secondary education or equivalent with additional training in business and/or public administration, finance, accounting, and/or secretarial and administrative duties.
Desirable\: Bachelor's degree in business, public administration, finance, accounting and/or related fields. Additional education/training in advanced spreadsheets, management and administration or related field would be an advantage.

Experience

Essential\: Minimum eight years of progressively responsible experience in programme support and/or administrative work including at least three years in programme-related activities, preferably in a large organization.
Desirable\: Supervisory experience is an advantage.

Skills

Knowledge in programme implementation and management;

Knowledge of office procedures and broad administrative functions;

Competence in planning and execution of work and in the presentation of facts and ideas;

Proven analytical skills;

Ability to prepare and draft substantive correspondence and reports;

Ability to act with tact, diplomacy, discretion and respect for confidentiality;

Ability to work harmoniously as a member of a team, adapt to diverse educational and cultural backgrounds and maintain a high standard of personal conduct.

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.
Desirable\:

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 11,735 (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 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.

• For information on WHO's operations please visit\: http\://www.who.int.

• WHO is committed to workforce diversity.

• WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.

• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.