Senior Administrative Assistant
OBJECTIVES OF THE PROGRAMMEThe goal of WHO's presence in countries, territories andareas is to develop a two-way collaboration between the Secretariat and countries,territories and areas, by supporting them to reach national health goals andcontribute to global and regional public health action. WHO utilizes theCountry Cooperation Strategy (CCS), a key element of the Country Focusstrategy, as a strategic management tool to create synergy and alignmentbetween WHO leadership priorities and national health policies, strategies andplans as well as United Nations Development Assistance Framework (UNDAF).Creating this synergy and alignment will be essential to advance WHO'sorganizational effectiveness and ensure WHO's relevance at country level.
DESCRIPTION OF DUTIESThe incumbent will perform the following duties: Coordinate with WCO staff on project priorities and activities with a view to ensuring effective delivery of administrative services, contribute to the development of the WCO programme budget, OSERs and workplans, maintain an overview on budgetary, funding and related financial issues, closely monitoring deadlines, obligations, gaps etc., verifying and recommending required actions. Act as first level approver for all Global Management System (GSM) transactions related to all WCO work plans; carry out quality checking and subsequent validation of financial information and attachments; and identify discrepancies and recommend appropriate options/solutions. Oversee the efficient management of the E-Imprest system; proper implementation of financial procedures and internal controls according to GSM operations and WHO rules, verify calculations, supporting invoices and payment authorizations. Participate in preparation of proposals for resource mobilization and support Head of WHO Country Office (HWCO) and national partners, in the follow-up of multi or bilateral pledges to ensure the availability of funds for the implementation of workplans and programme activities. Follow up with Ministry of Heath, national counterparts and the Regional office timely initiation and finalization of administrative actions pertaining to the implementation of WHO collaborative programmes, liaise with the national authorities obtaining Government's clearance for assignment of WHO staff and visiting missions. Scrutinize all requests for procurement of goods and services ensuring receipt of governments' approval, availability of detailed specification and funds, and adherence to WHO procedures, follow up with concerned parties customs clearance, receipt of deliverable and finalization of payments. Finalize human resources (HR) plan following discussion with the HWCO and recommend changes in the number and/or profile of the support staff in the WCO; evaluate applications and recommend short list for support staff positions; act as a member of interview panel for administrative positions; provide induction training for new general service (GS) staff; represent staff in Local Salary Survey Committee. Supervise administrative staff in providing effective and efficient support services, distribute tasks and review work to confirm compliance with WHO rules and regulations, identify training needs, plan and coordinate development activities for staff, in coordination with Staff Development and learning unit (SDL). Oversee the security of the office premises to ensure MOSS compliance and provide briefing to staff as needed, ensure the proper maintenance of WRO buildings and equipment and the timely reporting on assets inventory.10. Extract and analyse data relating to programme implementationand activities from all sources, draft related briefing summaries/reports,evaluate progress in implementation of workplans, and make recommendations tothe WR and technical staff to facilitate planning and decision making
EducationEssential: Completed secondary education supplementedby administrative/secretarial training..
Desirable: University degree in businessadministration, social sciences or related field is an asset.
ExperienceEssential: At least ten years progressive experiencein programme administration and management, including experience in asupervisory role.
Desirable: Relevant experience in the UN system
Skills-Proficient in officemanagement, secretarial and budgetary controls, accounting procedures andsystems. -Excellent time managementand stress management skills. -Ability to lead, direct andmanage a team. -Demonstrated ability towork harmoniously with multi-cultural staff.-Excellent analyticalskills.-Good knowledge of WHO/UNrules, manuals, practices, procedures and WHO Style Guide as applicable to theadministrative level is an asset.
Setting an example
Moving forward in a changing environment
Use of Language SkillsEssential: Expert knowledge of English. Expert knowledge of Dari. Expert knowledge of Pashto.
REMUNERATIONWHO 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 33,483 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.
- 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.
- Staff members in other duty stations are encouraged to apply.
- 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.