Programme Assistant Full-Time

Purpose of the position

In the context of the WHO Health Emergencies Programme, the incumbent will provide a range of operational support in the day to day administrative and financial management of the sub-office including Imprest account recording and reconciliation, administrative arrangements for meetings, and maintenance of office premises.

Objectives of the Programme

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

Organizational Context

Under the overall supervision of the Operations Officer and direct supervision of the Managementand Administration Officer in close consultation with the Incidence Manager or provincial coordinator, the Administrative Assistant ensures timely support to field operations especially payments, day-to-day office running and regular monthly reports in conformity with financial rules and regulations.

Summary Of Assigned Tasks

• Provide operational support for the day-to-day running of the sub-office in the areas of budget preparation and monitoring, financial transactions, transport planning, assets management, and office maintenance.
• Administer the E-Imprest.
• Ensure proper Implementation of financial procedures, systems, and internal controls according to GSM instructions and WHO rules.
• Select and enter data from a variety of documents, ensure accuracy of calculations and attach necessary supporting invoices and receipts of payments and payment authorization.
• 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.
• Monitor unliquidated financial charges and ensure that purchase orders are closed on time.
• Follow up with the Global Service Centre (GSC) on all 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 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.
• Perform any other duties that may be assigned by his/her supervisor.

Competences

• Teamwork.
• Respecting and promoting individual and cultural differences.
• Communication.
• Producing results.

Functional Skills And Knowledge

• Ability to plan, organize,coordinate and use inputs from multiple sources.
• An ability to express ideas clearly and concisely, both orally and in writing.
• An ability to conceptualize and perform tasks without much supervision.
• Ability to provide financial analysis reports using appropriate software.
• Ability to interpret financial rules and regulations.
• Ability to create and maintain effective working relationships with people of different nationalities and cultures.

Education (Qualifications)

Essential:

• Completion of secondary education with equivalent administrative certification or training.

Desirable:

• A university degree in business administration, accounting, program management or humanities.
• Training in the administrative systems of a United Nations agency, fund or programme.

Experience

Essential:

• Five years of experience in the areas of Finance and Administration in an Agency of the UN System or/and recognized public or private institution.

Desirable:

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

Languagues

Essential:

• Expert knowledge of Portuguese.

Desirable:

• Working knowledge of English.

Other Skills

• Proficiency in computers and office software packages, handling of web-based management systems, enterprise resource planning (ERP) systems and Cloud Management Enterprise System such as Workday.

Remuneration

WHO salaries for staff in the Professional category are calculated in US dollars. The remuneration for the above position comprises an annual base salary starting at USD 94,000 (subject to mandatory deductions for pension contributions and health insurance, as applicable), a variable post adjustment, which reflects the cost of living in a particular duty station, and currently amounts to USD 1631 per month for the duty station indicated above. Other benefits include 30 days of annual leave, allowances for dependent family members, home leave, and an education grant for dependent children.

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 and/or an asynchronous video assessment 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.
• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
• 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.
• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
• The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States. (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.
• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int.
• An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
• Mobility is a condition of international professional employment with WHO and an underlying premise of the international civil service. Candidates appointed to an international post with WHO are subject to mobility and may be assigned to any activity or duty station of the Organization throughout the world.
• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
• Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• For information on WHO’s operations please visit: http://www.who.int.
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