Admin & Finance Associate
Mission and objectives
The WHO Country Office in the Republic of Moldova was established in 1995, in Chisinau. The original goal was to provide continuous support to health authorities and partners in improving population health through evidence-based, sustainable public health and health care interventions as well as to advice on health in all policies. Over the years the Office has been the focal point for all WHO activities in the Republic of Moldova. In 2011 the WHO Country Office profile was upgraded. The Office is now under the leadership of a WHO Representative/Head of Country Office and is scaling up the level of activities to support national policy development.
WHO is a specialized agency of the United Nations that was established in July 1946 and whose objective is the attainment by all peoples of the highest possible level of health. WHO’s primary role is to direct and coordinate international health within the United Nations system. WHO’s main areas of work are health systems; health through the life-course; noncommunicable and communicable diseases; preparedness, surveillance and response; and corporate services. In the context of the WHO Health Emergencies incident management system, at the country level: The incumbent reports directly to the administrative officer. The position contributes to both financial and administrative operations in the implementation of programmes.
Within the delegated authority, the incumbent is assigned all or part of the following responsibilities: Budget & Finance • Assists in the monitoring and progress review of projects and tasks in the GSM/Oracle work plan. • Provides team members with timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required. • Monitors income and expenditures for planning purposes. • Promptly follows-up on financial, budgetary and any outstanding issues concerning the team/department, including ensuring timely processing of committal documents. • Assists in the preparation of financial and technical progress reports to donors. Monitoring compliance, reporting and analysis: • Assist with verifying accuracy, consistency and integrity of financial data and information for donor and other reporting purposes including but not limited to budget cost estimates in proposed agreements and proposals • Reviewing financial and budgetary transactions for compliance and within delegated authority of the position holder • Keeping delegations of authority up to date • Reviewing budget and cost variances and reconciling differences within budget ceiling allocations, planned costs and funding gaps Meeting Administration • Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including letters of invitation, costs calculation and travelrequests; assisting with preparation of documents, dispatching of materials and liaising with participants and others involved. • Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions. • Schedule weekly team and ad hoc meetings, according to schedules and need; taking and preparation of minutes. • Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team's professional staff, checking their availabilityand ensuring they have the appropriate briefing files and documents. Travel • Using GSM/Oracle, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative. General: • Receive visitors and telephone calls with tact and discretion, and acts according to the nature and urgency of each, including redirecting as appropriate. • Provide background information for appointments with official visitors and/or staff members. • Monitor requests for goods and services, including receipt, payment and inventory requirements. Correspondence: • Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance. • Verify that outgoing correspondence is presented in accordance with WHO and department styles and checking language, grammar and accuracy prior to submitting for signature and clearance. • Analyze incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of the responsible officer's needs, or redirecting them as appropriate; identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items. • Ensure that technical reports and documents are in line with WHO standards, rules, practices and procedures, editing and correcting them as necessary prior to their submission for signature or clearance of relevant authority. • Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner. Human Resources: • Ensure the timely appointment/renewal of contracts, initiating requests for temporary and fixed-term staff in the HR Action Plan. • Performs all other related duties as assigned. Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities: • Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities. Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly-arrived UN Volunteers; • Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.