CSU Assistant Full-Time

Purpose of Position

The purpose of this post is to provide a strong, efficient, effective and timely administrative support services to CSU.

Objectives of the Programme and the Immediate Strategic Objective

Country Administrative Support Units (CSUs) was established in the organizational structure to assist managers and staff to carry out all administrative tasks and functions in and outside Global Management Information System (GSM) environment while ensuring compliance with institutional policies, procedures, rules and regulations on administrative, programme, financial, travel, logistics, procurement, human resource issues.

The incumbent works on the basis of general instructions, own experience and precedents, following WHO or CSU-specific procedures and practices, rules and regulations, to ensure smooth work flow. The incumbent is encouraged to seek guidance for unusual issues.The incumbent works on the basis of general instructions, own experience and precedents, following WHO or CSU-specific procedures and practices, rules and regulations, to ensure smooth work flow. The incumbent is encouraged to seek guidance for unusual issues.

Organizational Context

The incumbent works on the basis of general instructions, own experience and precedents, following WHO or CSU-specific procedures and practices, rules and regulations, to ensure smooth work flow. The incumbent is encouraged to seek guidance for unusual issues.

The Incumbent works on the basis of general instructions, own experience and precedents, following WHO or CSU-specific procedures and practices, rules and regulations, to ensure smooth workflow. The incumbent is encouraged to seek guidance for unusual issues.

Summary of Assigned Duties

Under the overall supervision of the Operations Officer the incumbent performs the following functions:

• Maintain financial records and tracking systems to record and reconcile expenses, balances, financial statements and other data related to daily transactions.
• Monitor expenses, unliquidated financial charges and ensure that orders are closed on time.
• Process suppliers’ invoices and monitor all payment requests, ensuring that all supporting documents (invoices, contracts, deeds of acceptance, among others) are attached and duly signed, stamped and in accordance with the delegation of authority, prior to any payment.
• Follow up with the Global Service Centre (GSC) on payments due to suppliers.
• Verifying financial transactions and reporting status, such as Direct Financial Cooperation (DFC) and Direct Implementation (DI) reports, as well as travel claims to country offices, to ensure accuracy and compliance with financial rules and regulations, and the Organization’s manual and operating procedures.
• Organize the administrative preparation of internal and external meetings, including the preparation of business plans in GSM, letters of invitation, cost estimates and travel requests; assist in the preparation of documents; sending materials and liaising with participants and others involved.
• Ensure the daily running of the office in liaison with the operations officer.
• Prepare letters for periodic medical exams of staff & associated personnel.
• Prepare attestations for staff and associated personnel.
• Raise Procurement Requisitions in GSM (for goods, services, consultants & SSAs).
• Initiate eMemos in Bizagi and Adjudication Reports in eWorkflow.
• Monitor Drivers Reports.
• Monitor KPI’s progress report.
• Take the minutes of all CSU Meetings and make follow up.
• Prepare travel plans and submit TRs in GSM.
• Facilitating the processing of contracts for consultants, vendors and external partners that support the office in program delivery. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements. Keeps vendor lists, partners, and consultant rosters up to date.
• Collecting invoices and filing documents for approval and thereafter processing in GSM.
• Preparing and maintaining records, documents and control plans for the monitoring of project/program implementation and financial expenditures.
• Supporting the management of administrative supplies and office equipment.
• Maintaining office calendar and arranging meetings. Taking minutes of meetings and keeping the correspondence of the team well organized.
• Providing travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaising with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
• Preparing and maintaining records pertaining to program planning and development for his/her respective section.
• Carrying out transactions in GSM ensuring program results, activities and program coding are as per National
• Supporting capacity development activities, meetings and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts; arranging times through liaising with participants over availability; liaising with budget focal points and section over costs and needs; and preparing background materials for participants.
• Perform any other duties that may be assigned by his/her supervisor.

Competences

• Communicating in a credible and effective way.
• Producing results.
• Fosters integration and teamwork.
• Ensuring effective use of resources.
• Teamwork.

Functional Knowledge and Skills

Excellent knowledge of WHO practices and procedures and WHO policy organs, expertise in modern office management practices.

Education

Essential:

• Completion of secondary education or equivalent technical training or commercial education with specialization in secretarial science and office administration.

Desirable:

• A university education in business administration, accounting, program management or humanities.

Experience

Essential:

•   A minimum of 5 years of experience in the areas of finance and administration in a recognized public or private institution.

Desirable:

• Experience in an agency of United Nations system or other international or multilateral organization would be an advantage.

Languages

Essential:

• Proficiency in Portuguese.

Desirable

• Working knowledge in English.

Other Considerations

• Skills in MS Office applications (Word, Excel, Power Point).