PROJECT ASSISTANT- SSA

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Background

WHO through the support of a grant awarded by the Embassy of Japan, is seeking to support the Ministry of Health and Social Services to improve and increase the uptake of reproductive, maternal, new-born and child health services to mitigate the impact of COVID-19 pandemic.

This project has four main intervention areas:

• Strengthening the capacity of health care workers in all 14 Regions to provide quality Reproductive, and Maternal Health services within the context of the COVID-19 pandemic, through training, mentoring and supportive supervision at Regional, district and sub-district levels.
• Procurement and distribution of portable ultrasound machines at 8 health centres in selected districts Khomas and Kavango Regions.
• Stimulate demand to increase uptake of services such as antenatal care, intrapartum care, post-natal care, family planning, child health services including immunization that may have been disrupted because of COVID19.
• Increasing the uptake of key reproductive, maternal and child health interventions – family planning, micronutrient supplementation for pregnant women and children, immunization and deworming for children, in targeted districts through outreach and campaigning during maternal and child health weeks.

Purpose of the position

To Provide administrative support to the project under the general supervision of the Programme Officer and overall guidance of the Operation Officer

 The incumbent performs functions related to Program support in the GSM environment. The incumbent works on the basis of general instructions, from his/her own experience, according to the policies, procedures, rules and regulations of the Organization, ensures the proper functioning in the team or department. The incumbent is invited to seek advice on unusual matters. Most of the work is checked for accuracy and relevance by the incumbent and by the Programme Officer and Operation Officer on an ad hoc basis for the achievement of results and quality in general; correspondence is referred to the Programme Officer as needful, before submission to the Representative.

Summary of Assignment

 1. Initiate correspondence projects on the orientation of Programme Officer; finalize them in accordance with WHO and departmental styles and check language, grammar and accuracy before submission for approval and signature;

 2. Organize the administrative preparation of internal and external meetings, including the preparation of business plans in GSM / Oracle, letters of invitation, cost estimates and travel requests; assist in the preparation of documents; sending materials and liaising with participants and others involved;

 3. Analyze correspondence and requests received, highlight incoming documents and attach background information and identify areas requiring action by Program Managers, drawing attention to important issues. Schedule meetings of Program Administrators, according to schedules and needs; take minutes of meetings and follow up on issues requiring action to ensure prompt response to WHO requests;

 4. Obtain information documents for meetings, seminars, workshops, etc. which Program Administrators take part in, verify their availability and ensure that they have the appropriate information files and documents;

 5. Ensure that technical reports and documents conform to WHO standards, rules, practices, procedures and editing style and correct them as necessary prior to submission to the Representative's signature.

 6. Use appropriate monitoring tools, monitor and ensure deadlines and deadlines are met, and correspondence and requests are analyzed and processed as soon as possible;

 7. Use GSM to prepare requests for official travel by Program Officer. Make airline and hotel reservations, prepare travel records and handle other related matters upon request;

8. Follow-up with the implementing partners for progress report and DFC/DI FACE for submission to the Programme Officer

9. Collaborate with the Procurement, Travel and Logistics Assistant to perform purchases and procurement of materials, goods and equipment according to the project needs and the corresponding administrative and/or forwarding procedures

10. Collaborate with relevant staff in preparing supporting documents for payment of costs for executed activities for implementation of the project;

 11. Perform other related duties as required or directed, including support to the Administration 

       and the Representative's Office.

COMPETENCIES

 1.Communication

 2. Teamwork;

 3. Produce results;

 4. Move forward in a changing environment;

5. Respecting and promoting individual and cultural differences

Functional Knowledge and Skills:-Describe the essential knowledge and the skills specific to the position

 The incumbent will demonstrate mastery; actualize his knowledge in the use of modern office technology through internal courses, on the job or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in Country Office, organic group and WHO, to be able to brief and explain procedures to other members Staff.

Educational Qualifications

Essential:- Completion of Grade 12 followed by Administrative training

Desirable: Diploma in Administration, or related field will be an advantage

Experience:

Essential:- 6 years of experience in a recognized public or private institution

Desirable:- Experience in administrative support positions within WHO or another UN agency is an asset. Experience in Oracle-based systems or another ERP-like system is an asset.

Languages

Essential - Fluency in English.

Desirable – Working knowledge of French would be an advantage.

Duration of Assignment

March 2021 – February 2022