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Administrative Assistant

Dubai (United Arab Emirates)

  • Organization: WHO - World Health Organization
  • Location: Dubai (United Arab Emirates)
  • Grade: GS-6, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2021-09-26

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OBJECTIVES OF THE PROGRAMME

The mission of WHO's Health Emergencies Programme (The Programme) is to help countries, coordinate international action, to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies

DESCRIPTION OF DUTIES

1. Identify the proper procurement method and the potential suppliers through the issuance of the appropriate solicitation method (ITB,RFP and RFQ), and subsequently communicate and negotiate for best value for money with international and local suppliers.

2. Design and implement a database to track, monitor, and report on the replenishment of public health commodities and equipment to support the readiness of the global logistics hub in Dubai.

3. Confirm supply requirements and specifications, analyze funding availability, and manage the requisition process to finalize purchase orders.

4. Evaluate and analyze the received offers and recommend the best value for money, ensuring compliance with WHO guidelines.

5. Manage non-staff contractual arrangements, processing APWs and consultant contracts and follow up with GSC and with technical units on delivery of assignment reports, effecting payments, etc.

6. Regularly maintain and update a supplier database in order to ensure the efficient procurement of goods and services, as well as evaluate and record suppliers' performance.

7. Using GSM, carry out the function of project administrator; entering unit workplans, monitoring availability of funds and financial expenditures according to the approved workplan, initiating expenditure batches, and liaising and coordinating with country offices on the implementation of the workplan related to the concerned programme.

8. Monitor award expiry dates, alert responsible staff, and liaise with relevant stakeholders regarding necessary actions to extend awards.

9. Responsible for the management of operating expenses including the management and use of petty cash reserves needed to cover all operational running costs related to routine encumbrances.

10. Submission of the UAE VAT refund claim bills to the Federal Tax Authority (FTA) on time and reports the same to EMRO financial department

11. Screen and monitor Global Management System (GSM) HR Dashboard for all staff categories and initiate necessary HR actions on time, follow up with staff members and managers on timely completion of PMDSes

12. Supervise and train the support staff on WHO rules and regulations, provide an initial induction by training staff on GSM, and ensure the finalization of mandatory trainings for the staff.

13. Guide department staff on appropriate contractual modalities and corresponding procedures in compliance with the staff rules and other policies; and on development and processing of HR and activity workplans.

14. Organize the travel of the unit staff, including raising travel requests (TRs) in the General Management System (GSM), security clearance, finalizing travel itineraries and hotel bookings etc., and following up and maintaining records on the submission of duty travel reports.

15. Initiate recruitment actions; complete necessary forms; ensure timely finalization of recruitment and selection procedures for additional staff including temporary assignments and consultants.

16. Leave admin for the Dubai HUB staff, record of attendance, initiate leaves instead of the staff, ensure the accuracy of the leave the end of the year, follow up on the planned leaves, verify the requested leaves

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary education, supplemented by certification and training in the field of procurement.
Desirable: University degree in business administration is an asset. Certification through the Chartered Institute for Procurement and Supply (CIPS). Technical training courses in office and/or management related areas.

Experience

Essential: At least 8 years of relevant experience in the area of administration (including experience in HR and/or budget) of which at least 2 years exposure to procurement activities.
Desirable: Experience with the procurement and management of public health commodities including medicines, medical supplies, and equipment traditionally procured by WHO. Working experience within WHO or another UN organization is also an asset.

Skills

- Sound organization skills; Stress and time management skills.

- Demonstrated knowledge and application of human resources management policies and procedures

- Good knowledge of WHO systems, procedures and practices and advanced computer skills.

- Ability to brief others and explain procedures

- Ability to handle and prioritize a high volume of notifications, transactions and reporting needs

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Knowing and managing yourself
Creating an empowering and motivating environment

WHO global Competencies model at http://www.who.int/employment/WHO_competencies_EN.pdf?ua=1

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Arabic.
Desirable: Intermediate knowledge of French.

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 AED 255,193 (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.
  • WHO is committed to workforce diversity.
  • 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.
  • Interested candidates must apply on-line through our Stellis recruitment system. For assessment of your application, please ensure that: (I) Your profile on Stellis is properly completed and updated;(ii) All required details regarding your qualifications, education and training are provided; (iii) Your experience records are entered with elaboration on tasks performed at the time. Kindly note that CVs/PHFs inserted via LinkedIn are not accessible.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
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.
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