TERMS OF REFERENCE

SSA – Administrative Assistant (Logistics and Finance)

Position Number: N/A

Position Title: Administrative Assistant (Logistics & Finance) – 1 post

Grade and Step: G.05

Unit/Team: CSU CLUSTER

Major Office: WCO Tanzania

Duty Station: Zanzibar

Organization: WHO

Nature of Position: SSA

Date Classified:

CCOG Code:

First Level Supervisor: Operation Officer/CSU Lead

Second Level Supervisor: WR/TZA

1. Background and Justification

Purpose of the Position

As Administrative Assistant for Logistics and Finance, the incumbent will ensure the smooth flow of work as related to logistics and Finance activities in Zanzibar, coordinating actions on receipt of medical equipment, supplies, logistics, ensuring safe storage, handing over to the Ministry of Health (MOH) and following up and report on distribution of the WHO donations and assist the Finance and Administration Clerk (FAC) in the day to day financial management, disburse and reporting in collaboration with other support staff in the team and in consultation and guidance from the Zanzibar Liaison Officer and WHO Operations Officer.

2. Job Description

Objectives of the Programme and the immediate Strategic Objectives

Country Office Support Units have been established in the organisational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.

Organizational context (Describe the individual role of the incumbent within the team, the guidance and supervision received, and training or briefing provided to others)

Under the daily supervision and guidance of the Zanzibar Liaison Officer and in close collaboration with the Operations Officer of the country office, the Administrative Assistant will provide enabling support to the sub-office and to the team In the areas of logistics and finance.

Work is assigned with general or specific instructions and performed in accordance with WHO e-Manual, financial rules, regulations and procedures and asset management policy. The incumbent should seek clarification from the originator and/or guidance from the supervisor. His/her work must follow instructions, procedures, and regulations of WHO finance and asset management. The incumbent will supporton financial matters, and facilitate receipt, organize handing over and proper record and distribution of donations from WHO.

The incumbent is required to provide briefing to MOH officials and staff on WHO financial and administrative procedures and practices, asset management and on other specific procedures related to logistics and finance as required.

Summary of Assigned Duties (Describe what the incumbent must do to achieve main objectives)

Under the daily supervision and guidance of the Zanzibar Liaison Officer and in close collaboration with the Operations Officer, the incumbent provides support in the following areas;

1. Compile all WHO donated medical equipment, supplies, furniture and other partners support and have database for record keeping and reporting.
2. In consultation with various pillars, coordinate the compilation of the medical equipment, supplies, furniture etc… gaps required by the MOH and share with relevant authorities at WCO.
3. In consultation of the logistics pillar head, procurement officer and CSU staff, follow-up the procurement, deployment, and distribution of WHO and other partners’ donations.
4. As per WHO asset management procedures, organize the provision of WHO asset identifier stickers to all WHO donated assets (medical equipment and furniture).
5. Assist the Finance and Administration Clerk in the day to day financial transactions, bank statements, timely financial report submission etc…
6. Attend WHO and Partners coordination meetings and report on emergency medical logistics and financial support situation in the islands.
7. Perform any other duties as requested by the Liaison Officer, CSU and WR.

3. Recruitment Profile

Competencies: Generic

Describe the core, management and leadership competencies required - See WHO competency model - list in order of priority, commencing with the most important ones

1. Communicating in a credible and effective way
2. Producing results
3. Fosters integration and teamwork
4. Respecting and promoting individual and cultural differences
5. Positive attitude at work

Functional Knowledge and Skills: -

Describe the essential knowledge and the skills specific to the position.

The incumbent must have a logistics and finance educational background and working experience in the same field. The incumbent maintains and updates proficiency in the use of modern office technology through of in-house courses, on-the-job training, or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief others and explain procedures.

Educational Qualifications

Essential: - Completion of diploma/degree or equivalent technical or commercial education.

Desirable: - Training in Accounting, Administration and/or in Management and logistics field is desirable.

Experience

Essential: - At least 5 years of relevant experience.

Desirable: - Experience in administrative support and logistics positions in WHO or another UN agency an asset. Experience in excel, Oracle-based or other ERP systems an asset

Languages

English: Read: Expert Knowledge

Write: Expert Knowledge

Speak: Expert Knowledge

Swahili: Read: Expert Knowledge

Write: Expert Knowledge

Speak: Expert Knowledge

Other Considerations (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.)

 Work requires the use of word processing, excel or other software packages, and standard office equipment.  Formal or self-training in the use of standard office software.  Training in Oracle-based or other ERP systems an asset.  Work requires the use of word processing facilities to create, edit, format and print correspondence and documents; spreadsheet and visual presentation software; extensive use of e-mail and scheduling software to improve communications both internally and externally, Oracle/GSM for administrative matters. 

• The Administrative Assistant (Logistics & Finance) will be stationed in Zanzibar, Tanzania.

TIMELINE AND REPORTING

Duration

• The contract will be for six (6) months.

Salary

• Grade: GS.05(01)- TZS 3,220,916.67/- payable monthly.