Roster Administrative and Finance Officer
The purpose of this vacancy notice is to invite qualified professionals with relevant expertise for the above-mentioned position under SSA contract for inclusion in a roster of experts for possible short-term assignments which may arise from time to time at the WHO Health Emergency Programme(WHE), Nepal.
Purpose of the position:
The WHO Health Emergencies Programme (WHE) supports the Ministry of Health & Population (MoHP), Government of Nepal (GoN) to direct and co-ordinate and rapid provision of life-saving emergency health interventions at scale in the aftermath of multi-hazard emergencies and disasters and subsequently assists in the rapid recovery of the health system in collaboration with national and international partners. Thereupon it provides technical support to the MoHP and partners to enhance health sector emergency risk management through prevention risk reduction or mitigation; preparedness and response readiness to build a health system that is resilient to multi-hazard disasters including public health emergencies.
Within this framework, Administration's objective is to facilitate programme deliverables by providing timely administrative and financial services to programme delivery collaborators, staff in all aspects of administrative and financial operations. Furthermore, to provide accurate guidance, information and practices that leads to risk identification and mitigation for full compliance and accountability with the Organization's established rules and regulations.
Eligibility to the roster and subsequently eligibility for contracts will depend on candidates meeting the minimum requirements for the positions, the terms of references of the assignment qualification and years of experience in the relevant field and the scores achieved in test and interview.
Summary of Assigned Duties:
Under the overall supervision of WHO Representative and Team Leader – WHO Health Emergencies Programme; in close coordination with WHE Professional Officers and direct supervision of the Administrative Officer, WHO Representative Office, the incumbent will perform the following functions:
- Manage the full range of administration and finance related operations functions in support of WHE Programme.
- Directing and overseeing all operational aspects including, procurement, travel, visa management, and hotel/event management, security, inventory and distribution, ICT, fleet management, and contracts and negotiations in accordance with approved workplans, WHO standards rules, regulatory compliance.
- Review project financial reports including budget/actual variance analyses, and ensure reliability, quality and relevance of the reported financial information in line with the respective donor requirement as appropriate.
- Planning and providing strategic and operational guidance to all unit staff, and customized training in administration, communication, problem solving, capacity building, and teamwork.
- Provide administrative oversight for organization of meetings, workshops, seminars, conferences and other events in line with event management quality benchmarks established by the WHE team of WHO Nepal.
- Scrutinize all requests for procurement of goods and services ensuring receipt of Team Lead approval, availability of detailed specification and funds in line with the respective donor agreement as appropriate, and adherence to WHO procedures, follow up with concerned parties’ customs clearance, receipt of deliverable and finalization of payments.
- Extract and analyses data relating to programme implementation and activities from all sources, summaries/reports, evaluate progress in implementation of workplans and make recommendations to the technical staff to facilitate planning and decision making.
- Verifies the calculations concerning settlement of claims, payments related to Agreement for Performance of Work (APWs), Direct Financial Cooperation (DFCs) and Technical Service Agreements (TSAs), statement of accounts, supplier payments and perdiem payments to be made to the meeting/seminar/workshop participants etc.
- Maintains a central record for payment of installments of continuing activities and ensures that subsequent installments are made following receipt of interim statements of expenditure of funds previously transferred to institutions, individual experts, and contractual partners; to follow-up of overdue APW/DFC financial and technical reports, liaises/interacts directly with various institutes/Government of Nepal in the course of the aforementioned duties under the WHE Programme.
- Coordinate and monitor audit queries and follow up on audit findings as well as on audit recommendations. Provide ad-hoc expert advice and guidance on any finance, risk and audit matters as necessary, and provide any relevant analysis supporting management decisions.
- Facilitate deployment of international staff/personnel, support local recruitments as per HR plan of WHE, sort out entitlements and benefits, facilitate their travels and security, etc.
- Oversee the security of the office premises to ensure MOSS compliance and provide briefing to staff as needed, ensure the proper maintenance of WHO buildings/Project Offices and equipment and the timely reporting on assets inventory.
- 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 Committee (SDL).
- Perform any additional relevant duties as assigned by the Supervisor, Team Leader - WHE or the WHO Representative as needed.
- Respecting and promoting individual and cultural differences
- Ensuring the effective use of resources
- Producing results
Functional Knowledge and Skills:
- Thorough knowledge of administrative, financial, and management theories and principles, procedures and their application.
- Excellent advocacy and inter-personal skills, tact and diplomacy.
- Strong analytical skills in financial planning, analysis and reporting.
- Expert knowledge of risk management, audit and financial due diligences processes.
- Ability to manage multiple tasks and priorities with excellent organizational and independent working skills.
- Excellent interpersonal and problem-solving skills.
- Ability to deliver within high quality standards and tight deadlines and with strong attention to details.
- Ability to work as a team player in a cross-functional setting and challenging environment.
- High level of integrity and commitment to professional responsibilities.
- Technical expertise; Overall attitude at work are also required mandatory competencies.
University degree in business management/administration, operations, commerce or accounting from an accredited/recognized academic institution.
Advance University Degree in business management/administration or development sectors would be an asset.
At least one-year experience in managing a wide range of administrative and financial services.
Relevant working experience for more than one year in an international organization; working knowledge of managing administration in a humanitarian situation would be an asset
Other Skills (eg IT):
Good knowledge of computer applications and software including MS Office applications. Ability to coordinate with the government, manage projects, build partnerships with multiple partners in the context of health emergencies.
Use of Language Skills: Expert knowledge of English and Nepali.
Monthly Salary: (Net of tax) NPR 196,102.00 at single rate (taxable as per Nepal Government laws and appointment will be through Special Services Agreement (SSA) extendable subject to satisfactory performances and continuing need for the function. S/he could be posted anywhere in Nepal as per the programme needs.
- Only candidates under serious consideration will be contacted.
- A written test and the interview may be used to screen applicants.
- Any extension of contract would be subject to programmatic requirements, performance of the incumbent and availability of funds.
- WHO only considers higher educational qualification obtained from accredited institution. The list can be accessed through this link: http://www.whed.net/
- Any misrepresentative of facts would disqualify the candidate.
- No telephone enquiries or paper applications please.
WHO is committed to workforce diversity.
Application from qualified female candidates particularly from disadvantaged and socially excluded groups are -strongly encouraged.
WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.