Roster for Senior Field Data and Operation Assistant (Sr. FDOA)

..Objective of the position

The Senior Field Data and Operation Assistant position will provide support on day-to-day function on data, administrative and financial support to Provincial Surveillance and Immunization Coordinator of the WHO Immunization preventable Disease (WHO-IPD) program. The incumbent will report to the WHO-IPD Provincial Surveillance and Immunization Coordinator and facilitate prompt and reliable communication between WHO-IPD FO and WHO-IPD Central Office (MO) in Kathmandu and all activities must be carried out in line with WHO rules and regulations.

DESCRIPTION OF DUTIES (TOR)

Under the direct supervision of the Provincial Surveillance and Immunization Coordinator and overall supervision of Medical Officer and Team Lead IPD, the incumbent performs following duties.

Program support

• Support the Provincial Immunization and Surveillance Immunization Coordinator (PISC) in the development of monthly, quarterly and annual plans, monthly technical and operation reports etc. Should work as per the direction of PISC for setting objectives, tracking important technical and operational activities, and keeping a record of Key performance indicators (KPIs) of the team working under the PISC.
• Perform duties of warden and assist PISC & Administrative & Programme Associate in dealing with any emergency in the assig sub-region (flood/accident/deaths etc.).
• Coordinate and provide support to supervisor during supplementary immunization activities for polio and measles, routine immunization, and any other activities being undertaken by PISC.
• Maintain and update Province/district/sub districts wise database of reporting network/health facilities for all surveillance, immunization, and related activities.
• Assist PISC in monitoring planning and implementation of supplementary immunization activities for measles and polio. Provide support to supervisor for preparation of Province / districts level spot maps, reports, and training materials.
• Perform a range of support services under technical guidance supporting operations of other public health programs when needed within WCO -Nepal

Data Collection & Analysis:

• Coordinate with field offices for consolidation of Weekly reports, follow-up on updating weekly data, daily feedback and data during Campaigns / Catch up/ SIAs Maintain and analyze data of the assigned provinces on Polio and Routine Immunization, Measles Elimination and Rubella Control Vaccine Preventable Disease (VPD) including Acute Encephalitis/JE and Neonatal Tetanus (NT). and adverse events following Immunization (AEFI) Surveillance as per the WCO Nepal guidelines.
• Support data review of IPD field units with focus on surveillance indicators, VPD outbreak, cluster of cases, population immunity by municipality, concurrent data on routine immunization, mapping of zero dose and missed children, monitoring performance and data analysis of IFMs, AEFI cases including follow up on Causality assessment and other data as per the WHO IPD guidelines.
• Administer the entry of data into relevant databases, analyzing data as required, assistance in mapping & preparing reports, collection and reporting all case details in Case Investigation Form (CIF), coordinate with the Central Data Team and resolve any discrepancies in data.
• Perform data checks from field offices to sustain the data quality at all times of the assigned provinces. Support in documentation through data, photographs, and others for sharing with the Central IPD office. Ensure complete documentation of reported VPD cases at FO and also with PISC office.
• Coordinate with Labs and Central Office, on receiving/ storing and tracking shipments and ensuring adequate logistics are available in the field.
• Maintain and update province / districts wise database of reporting network/health facilities for all surveillance, immunization, and related activities including tracking of service providers.
• Support and facilitate data quality assessment including capacity building on data management of IPD field units, health authorities and stakeholders.
• Use of WCO IT approved digital tools/software for data collection, collation, tracking, visualization and sharing for programmatic improvement.

Administrative Support:

• Coordinate incoming/outgoing correspondence; and data; travel and general logistics arrangements for training/workshop.
• Provide guidance to Data and Operation Assistants on any queries related to Admin & Finance issues.
• Support PISC on all administrative and financial matters and generate/submit required reports of the assigned provinces for their information and decision making.
• Archiving and documenting the record of proceedings, important letters, files and maintain the confidentiality of the data.
• Coordinate with all the Field offices within the province for timely completion of achievement reports.
• Support and facilitate the important process of on-board and handing over – taking over whenever there is a change in the Surveillance and immunization medical officers/Data and Operation Assistants of the field office.

Operations:

• Regularly update inventory records of office equipment, assets and other WHO property as per established procedures and ensure safety & security of office equipment & premise. Coordinate with the field offices within the assigned provinces and maintain the data base of Inventory and ensure timely submission of the data to central office.
• Ensure smooth functioning of the PISC office ensuring adequate supply and maintenance of the physical premises.
• Coordinate logistics for visiting WHO officials, including arranging accommodations, receiving, arranging protocol meetings and travel plans in the provinces. Provide event management support to PISC for Training, Meeting and Workshop.
• Support provincial level trainings, meeting, and workshop (TWM) including orientation and interaction meeting with stakeholders maintaining cordial relationship with government officials.
• Ensure that the data base is maintained for the vendors in hotel rates within the assigned provinces in adherence to the guidelines.
• Be prepared to travel and facilitate the field offices for admin and financial monitoring, spot checks, support FDOA work when and where required.

Budget and Finance

• Maintain and update accounts, enter vouchers in provided systems, maintain cash book and assist in preparation of necessary reports; Ensure offices of PISC and field offices perform bank reconciliation in a timely manner and immediately report discrepancies (if any) to the supervisor.
• Ensure field offices process timely payment to vendors following all the established procedures.
• Prepare and monitor the monthly budget to ensure judicious usage of funds.
• Maintain and submit monthly financial reports for assigned FOs as per project guidelines.

Other

• Strictly adhere to compliance related to guidelines and SOPs related to prevention of sexual exploitation and abuse and harassment
• Perform other duties as assigned as per needs of the IPD programme including those activities as assigned by the Supervisors and Central Office. This includes duty travel or duty-station reassignment on short notice as per the program requirements.

REQUIRED QUALIFICATIONS

Education:

Essential:Completion of higher secondary school education or equivalent.

Desirable:University degree would be an asset

Training certificates and /or courses in secretarial / administrative skills / finance

Training in data analysis software would be an asset.

Additional qualifications in administration and finance would be an asset

Experience:

Essential: Three years’ experience in public health data, secretarial, clerical, administration and finance or similar functions

Desirable:Experience of working with WHO-IPD and other UN agencies would be an asset

Demonstrated experience in office correspondence would be an asset.

Functional Skill and knowledge:

• Thorough knowledge of modern office procedures and practices; the incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structure.
• Ability to handle work in a timely and accurate manner with tack and discretion, as required.
• Ability to maintain and update knowledge in the use of office technology through in-house courses, or-the-job training and/or self-training.
• Knowledge of the key health security risks; situations, needs, and priorities in all-hazards public health emergency preparedness, and response.
• Ability to generate options, decide, prioritize, execute and multi-task under pressure.
• Ability to effectively work with government, development partners and collaborating agencies.
• Technical expertise: Overall attitude at work is also required mandatory competencies.
• Good writing skills in English, including the ability to write clear and concise reports and proposal.
• Work independently with minimum guidance and support.

Other Skills:

Proficiency in Microsoft Office: word processors, spreadsheets and other data processing, presentation programmes, Outlook and send out calendar invites, knowledge of data processing programmes and fluent in English and Nepali typing would be an asset

WHO Competencies:

· Communication

· Teamwork

· Respecting and promoting individuals and cultural differences

· Producing Results

Language: Excellent knowledge of written and spoken language skills in English and Nepali

REMUNERATION:

Monthly Salary: (Net of tax) NPR 97,279.00 (Grade: SSA Level V) at single rate (taxable as per Nepal Government laws and functional modality will be through Special Services Agreement)

Duty Station: Any of the Province Office / WHO-IPD Field Offices (Outside Kathmandu Valley)

Additional Information

1. This Vacancy Notice may be used to fill similar positions at the same level.
2. Only candidates under serious consideration will be contacted.
3. A written test and interviews may be used as a form of screening.
4. If your candidature is retained for 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.
5. For information on WHO's operations please visit: http://www.who.int.
6. The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits workforce 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.
7. The WHO is committed to achieving gender parity and geographical diversity in its workforce. 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 for WHO jobs.
8. Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process.
9. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int
10. 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 (https://www.who.int/about/who-we-are/our-values) into practice.
11. 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 short-listed candidates.
12. WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
13. 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.
14. In case the recruitment website does not display properly, please retry by: (i) checking that you have the latest version of the browser installed (Chrome, Edge or Firefox); (ii) clearing your browser history and opening the site in a new browser (not a new tab within the same browser); or (iii) retry accessing the website using Mozilla Firefox browser or using another device. Click the link for detailed guidance on completing job applications: Instructions for candidates.
15. This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
16. Any extension of appointment would be subject to programmatic requirements, performance of the incumbent and availability of funds.
17. Qualified female candidates are encouraged to apply.