Programme Assistant (Roster)

Job Profile

The incumbent will provide support in the day-to-day programme, financial, human resources related and administrative functions for a project/programme or technical unit of the Country Office Support Unit.

Description of duties

The incumbent will perform all or part of the following, and other related responsibilities as required by the needs of the office.

Financial

• Review obligating documents and undertake reconciliations, as required.
• Process transactions in the enterprise resource planning system and follow up with concerned parties on the receipt of deliverables and finalization of payments.
• Support in monitoring aspects of the implementation of country activities, such as, funds for project/programme budget and financial expenditures, according to the approved country work plan, drawing the attention of the supervisor to problems, inconsistencies, and delays.
• Brief staff at all levels on budget, financial, administrative, human resources and other procedures and practices.

Administrative

• Provide administrative support across a range of programme support activities.
• Provide input to the immediate supervisor on aspects of planning, resource allocation and human resources management of the programmes and projects.
• Assist with human resources administrative tasks, including monitoring staff contracts, maintaining and updating the departmental human resources plan accordingly and acting as leave administrator.
• Coordinate the smooth running of administrative functions, including maintaining an up-to-date status of the office space and acting as the office space focal point for the department.
• Analyse incoming correspondence and requests, researching and providing background information as required.
• Draft correspondence on own initiative or based on instructions and finalize correspondence/reports for signature.
• Maintain the unit's filing system of technical documents and correspondence.
• Provide support on all administrative and logistics preparations required for the organization of meetings and staff travel.
• Support colleagues on general administrative processes and assist/backstop administrative staff in the team.

REQUIRED QUALIFICATIONS
Education

Essential: Completion of secondary education with equivalent administrative certification or training.

Desirable:
University degree in business administration, social sciences, or related field.
Training in United Nations systems is an advantage.

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/ .

Experience

Essential: Minimum of five years of work experience in the secretarial/administrative field.

Desirable:
Relevant administrative and financial experience in WHO or in the United Nations system (UN).
Experience in Oracle-based or other enterprise resource planning systems

Skills

• Knowledge of administrative and financial support procedures and practices, rules and regulations.
• Skills to write/draft routine and non-routine correspondence and reports using proper grammar, punctuation and style.
• Skills to maintain effective client relationships.
• Ability to perform basic financial accounting operations
• Ability to use standard office computer software, take notes and operate computerized systems and databases.
• Ability to undertake simple research and organize information for the preparation of reports briefings and filing.

WHO Competencies Enhanced WHO Global Competency Model: who-enhanced-competence.pdf

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results
• Knowing and managing yourself

Use of language skills

Expert knowledge of English and local language.

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 SBD 109,350 (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 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.

• 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 toreasonableaccommodation@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 theWHO Values Charterinto 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.

• 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.

• 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 atshws@who.int.
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
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