Administrative Associate (Budget and Finance)

OBJECTIVES OF THE PROGRAMME

The objective of the WHO Nepal Country Office is to implement the Country Cooperation Strategy by supporting the Nepal Government in the formulation, implementation, and evaluation of national health policies, strategies, and plans and developing and managing WHO's technical cooperation programs at the country level. WHO provides guidance and technical support in organizing the humanitarian health response and in revitalizing the capacity of the health sector through strengthening health systems under new governance of federalism, recover from emergencies in appropriate and sustainable ways.

The mission of WHO's Health Emergencies Programme (WHE) is to help countries and to coordinate international action, to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies.The specific position will support the delivery of a full range of finance, budget, administrative, office, and field operations services including the emergency preparedness and response readiness and post-emergency response surge and recovery activities of the WHO Health Emergency Programme in Nepal.

DESCRIPTION OF DUTIES

Under the overall guidance of the WHO Representative and the Team Leader, WHE Programme and direct supervision of National Professional Officer (Administration), in close coordination with other members of the WHE team and collaboration with other team members within WCO Nepal, the incumbent will perform the following duties:

1. Provide support to the overall programme management, grants management, budget, work plan preparation including the development, day-to-day financial operation, monitoring, and evaluation of work plans to ensure the effective execution of the outbreaks and health emergency programme;

2. Support the formulation of general, operation plans and specific budgetary estimates for the emergency preparedness, response, and recovery activities; ensure the management of funding allocations and awards; track and report on financing against budget; support, monitor, and report on financial implementation in compliance with WHO rules, Emergency Standard Operating Procedures (SOPs) and delegations of authority;

3. Support the funding allocations and awards, prepare necessary forms for the awards' cycle and implement all budgetary and financial actions in the Global Management System (GSM), this includes Workplan funding requests, submission of award budgets, reprogramming of awards, and preparation of expenditure batches, while ensuring a speedy response to the Incident Management Team's financial requests. Ensure expenditures are appropriately charged to awards in line with the conditions in agreements with donors;

4. Review and guide the budget and plans, including a detailed budget breakdown submitted by the Implementing Partners (IPs) for all planned activities;

5. Review and assist in the disbursement transactions to the IPs based on the approved project work plans and budget;

6. Review, guide and monitor all claims/vouchers/transactions submitted by the IPs and service providers to ensure compliance with the rules regulations of WHO;

7. Expenditures to ensure the appropriate booking and correct irrelevant expenditures, if any through batch transfers before reporting on awards implementation;

8. Analyze implementation and financial status regularly to identify resource-related implementation bottlenecks and provide feedback to supervisors;

9. Provide regular updates on the financial situation and variance analysis based on financial, work plans, and budget plans;

10. Monitor the timeline of the program for fund release, the advance of the IPs, implementation, and financial settlement through offline and GSM;

11. Generate reports to monitor encumbrances, expenditures from time to time from GSM; monitors award end and close date to implement on time on GSM and work plan funding, distribution of awards;

12. Review obligations and liquidation of programme budget monitoring both Accessed Contribution / Voluntary Contribution / Core Voluntary Contribution / Outbreak Crises Response and Scaleable Operation and other funds;

13. Support the field operation of the WHE field offices for day to day budgetary and financial operations and settlement of claims;

14. Implement procedures, in compliance with existing policies and Standard Operating Procedures (SOPs), for the administration, monitoring, control, and evaluation of human, financial, and material resources processes;

15. To guide subordinate staff on necessary documentation for concluding the WHO Health Emergencies Programme (WHE) non-staff workforce, Special Service Agreement (SSA), Agreement for Performance of Work (APW), and National and International Consultancies and upload the necessary documents in GSM;

16. Support central Human Resource Unit on issuing Special Service Agreements, Consultant contracts, and require staff and Finance Unit on financial issues reviewing the proposal and settlement of expenditures; and

17. Perform other duties as required or as instructed, by Supervisors, including providing support to other areas of work as assigned.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education.
Desirable: Training in secretarial practices; University degree is an asset.

Experience

Essential: At least eight (8) years' experience in secretarial/clerical/administrative work.
Desirable: Relevant experience in WHO or another UN/International organization would be an advantage.

Skills

• Thorough knowledge of modern office procedures and practices; the incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, and WHO.

• Ability to handle work in a timely and accurate manner with tact and discretion, as required especially during emergencies.

• Ability to maintain and update knowledge in the use of office technology through in-house courses, on-the-job training, and/or self-training.

• Stress and time management skills; Sound Organizational Skills.

• Technical expertise; Overall attitude at work are also required mandatory competencies.

WHO Competencies

1. Teamwork
2. Respecting and promoting individual and cultural differences
3. Communication
4. Producing results
5. Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of English.

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 NPR 1,532,555 (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.