Programme Assistant

OBJECTIVES OF THE PROGRAMME

The role of the Department for Environment, Climate Change and Health (ECH) within the overall work of WHO is to promote a healthier environment, intensify primary prevention and to influence public policies in all sectors to address the root causes of environmental threats to health. ECH develops and promotes preventive policies and interventions based on an understanding and an in-depth scientific analysis of the evidence base for environmental determinants of human health.

The Director's office of the Department carries out the major functions that cut across areas of health and environment. These functions include leadership on policy and advocacy positions, the WHO global health, environment and climate change strategy implementation and coordination of work on environmental and occupational health policies and interventions. ECH Director's office is also responsible for overall coordination, management and control of the Department's finance, HR and administrative functions within ECH Department.

DESCRIPTION OF DUTIES

Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:

• Provide support and input to the Director and programme officer on planning, resource allocation and human resources management across the full range of programmes and projects 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 Rules and Regulations by staff in 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, financial and administrative support work along the life-circle of the project(s).
• Verify obligating documents, cross-checking relevant information available from GSM or other on-line systems, ensuring the availability of funds, updating files, and transferring funds as instructed or as delegated; clearance of obligating documents, checking them for completeness, and following-up on missing elements, liquidating obligations and undertaking reconciliation as required.
• Verify expenditures to comply with work plans, financial rules and regulations and award agreements. Follow up actions on financial and budgetary matters, acting as admin approver within delegated authority, and coordinate the mid-term reviews and the end of year of biennium closure of accounts exercise for the Department.
• Screen and review various contractual materials, 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 renewals, 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.
• Prepare routine and ad hoc financial reports using GSM and other related sources of information to assist the Director in taking appropriate decisions and to ensure that funds are utilized optimally.
• Monitor, and follow-up on programme implementation-levels, drawing the attention of the Director to problems, inconsistencies delays and other anomalies detected.
• Coordinate and follow-up on the Department`s HR-administrative issues, ranging inter alia from providing HR-realetd information on rules and procedures to the Director as well as to 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, onboarding, briefing of new staff; and follow-ups on performance evaluation reports/PMDS issues.
• Coordinate and manage the smooth running of the administrative functions in the Department, including mmaintaining an up to date status of the office space and acting as the office space focal point for the Department.
• Check, obligate and clear purchase requests for services and equipment, working in close collaboration with relevant colleagues to ensure that ordered services are appropriate.
• Draft routine and non-routine correspondence on own initiative or 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.
• Take minutes in the Departmental group meeting of Director Team leaders and Administration.
• Oversee the organization of large-scale, high-level, international meetings relating to the work of the Department and coordinating logistics for off-site meetings.
• Supervise support staff in the Director's Office when required.
• Perform other related duties as required or instructed, including providing support to other areas of work as assigned.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or equivalent.
Desirable: Technical training courses in office and/or management related areas Experience.

Experience

Essential: At least 8 years of relevant work experience.
Desirable: Relevant experience in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.

Skills

• The incumbent takes self-initiative to maintain and update proficiency in the use of modern office technology through 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
• Producing results
• Ensuring the effective use of resources

Use of Language Skills

Essential: Expert knowledge of English. Intermediate knowledge of French.
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 CHF 82,401 (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.

• 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.