Administrative Assistant

OBJECTIVES OF THE PROGRAMME

1) Design, implement, manage and train on computer-based applications including health information systems, database management, health on the internet, at the Regional Office, Country Offices and Member States including human resources development, provision of ICT infrastructure, needs assessment, networking and resource sharing and application management andengineering;2) Coordinate the design, development and formulation of policies and work of the Regional Office for application of Information Technology in health care delivery;3) Advise, as principal adviser, the senior management on locoregional strategy;4) Design and implement policies and plans of action for improving the technology infrastructure and usage in the Regional Office and Country Offices.

DESCRIPTION OF DUTIES

Overview department mailbox, screen all incoming correspondence, refer them to the appropriate staff for action and ensure requests are attended to or finalized, prepare background documents for Team lead review; Initiate and review in WHO ERP system purchase orders for Goods and Services, through the different contractual modalities of WHO, ensure adherence to WHO rules and procedures; follow up with concerned parties, for the issuance of the POs, shipping, customs clearance, receipt of deliverables, storage, installation and finalization of payments; maintain a systematic tracking and follow-up system for the unit's commitments. Oversee the management of three-part system; proper implementation of financial procedures and internal controls according to WHO ERP system instructions and WHO rules, verify calculations, supporting invoices and payment authorizations, extract from ERP, compile and review a wide variety of regular and ad hoc financial and other project management reports. Act as focal point for HR issues; coordinate with HR/EMRO establishment of new positions, initiate staffing actions for all staff (appointments, extensions, separations, etc.) and on-staff contracts (including issuance and renewal of SSAs); initiate recruitment actions for General service staff and Special service agreements, draft post descriptions, screen applications and recommend short list of potential candidates; arrange for interview panels, act as leave Administration ERP system and monitor staff leaves. Attend meetings with sub-unit heads. related to procurement, security, and other administrative issues, as required and follow-up on recommendations. Guide and brief all staff and non staff on WHO rules and procedures; provide on the job training for administrative support staff. Draft correspondence of administrative nature and justifications as required on general administrative or specialized tasks within the assigned area of responsibility, ensure follow-up, verify information and obtain additional information on IT related matters. Using ERP system, carry out the function of project administrator; entering unit workplans, monitoring availability of funds and financial expenditures according to the approved work plan and initiating expenditure batches. Organize the travel of the Regional IT Manager and unit staff, including raising travel requests (TRs) in the General Management System (GSM), security clearance, finalizing travel itineraries and hotel bookings etc., and following up and maintaining records on the submission of duty travel reports.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary education supplemented by experience or training in finance/accounting or Procurement and administration.
Desirable: University degree in business administration, social sciences or related field is an asset.

Experience

Essential: At least eight years progressive experience in the area of administration, including experience in HR and/procurement and/or budget and finance positions.
Desirable: Relevant experience in the UN system.

Skills

- Ability to train other staff on administrative matters. - Good analytical, planning and sound organizational skills; - Stress and time management skills.- Knowledge of WHO systems, procedures and practices is an asset

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Moving forward in a changing environment
Knowing and managing yourself

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Arabic.
Desirable: Intermediate knowledge of French.

IT Skills
- Excellent knowledge of Microsoft Office.
- Knowledge and ability to operate ERP systems is an asset.

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 USD 19,633 (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 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.

• 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 at shws@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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