Administrative Assistant

OBJECTIVES OF THE PROGRAMME

The WHO Country Office works with the National Authorities to achieve the highest standard of health as a fundamental human right, based on equity and on SDGs principle of leaving no one behind. WHO actions are engrained in the WHO 13th General Programme of Work with its 3 prong objectives of promoting healthier populations, keeping the world safe through addressing health emergencies, and protecting the vulnerable through Universal Health Coverage. WHO’s mandate revolves around six core functions: (i) providing Global Health leadership; (ii) shaping the health research agenda; (iii) setting norms and standards; (iv) articulating evidence-based policy options; (v) providing technical support to countries; and (vi) monitoring and assessing health trends. The WHO Country Office is an integral part of the WHO Regional Office for Europe. Its main role is to facilitate and coordinate all WHO activities at a country level and to implement the European Programme of Work 2020–2025 –“United Action for Better Health in Europe” which sets out a vision of how the WHO Regional Office for Europe can better support countries in meeting citizens’ expectations about health.

WHO at the country level delivers this through practical, actionable and country-focused solutions to health challenges, keeping in perspective that achieving health and well-being is a whole-of-society endeavour; This is done through facilitating the implementation of the Biennial Collaborative Agreement with the country and its corresponding workplan. The WHO Country Office maintains good working relations and ensures information exchange between the country and WHO, policy and strategic guidance on Health issues to all national and international partners in the country, provision of direct technical expertise when needed and aims at more community engagement and participation, and to promote health equity.

The objectives of the Programme Management and M&E Unit are to support effective programme implementation through resource mobilization, grant management, project management, monitoring and evaluation, reporting, and partnership-building efforts, with the overarching goal of improving health outcomes and strengthening health systems in emergency and non-emergency settings. 

PURPOSE OF THE POST 

• As part of the Programme Management and M&E Unit, the purpose of the position is to support the implementation of the integrated planning, budgeting, monitoring, and reporting systems in the WCO through the day-to-day support with workplan and budget implementation and monitoring, and workforce related operations in the applicable systems, ensuring compliance with WHO rules and regulations and project requirements; as well as a variety of general administrative actions related to the work of the Programme Management and M&E unit.

SUMMARY OF ASSIGNED DUTIES

• As part of the Programme Management and M&E Unit, the purpose of the position is to support the implementation of the integrated planning, budgeting, monitoring, and reporting systems in the WCO through the day-to-day support with workplan and budget implementation and monitoring, and workforce related operations in the applicable systems, ensuring compliance with WHO rules and regulations and project requirements; as well as a variety of general administrative actions related to the work of the Programme Management and M&E unit.

DESCRIPTION OF DUTIES     

Budget and financial management:

• Assist with budget and work planning during organization- and office-wide exercises.
• Initiate action with regards to budget space allocation and financial resource distribution in applicable systems, including, but not limited to, requests for award activation (AAR), amendment (AMR) and distribution (ADR) Project/Workplan Funding, Award Budgeting and Resource Plans in line with donor agreements and approved work plans. Maintain files of related documents.
• Review, analyze and adjust all awards under the assigned programme areas; follow up with programmes and/or concerned officers to reconcile discrepancies, resolve any issues related to budget and planning.
• As part of accounts closure activities, ensure adherence to manual provisions/special instructions/time schedules.
• Prepare routine and ad hoc statistical/analytical data and/or reports for inclusion in statutory reports or presentation by management or as requested by CO management, RO/HQ, and donors.

Project/workplan implementation and monitoring:

• Provide administrative support to the development and maintenance of workplans in applicable systems.
• Assist with timely initiation of actions required with regard to recruitments and staff contract extensions, more specifically on position and award mapping in compliance with approved HR and budget plan. Timely support with monthly payroll reconciliation.
• Verify expenditures to comply with work plans, financial rules and regulations and award agreements, and take necessary corrective action in consultation with the PMO and/or responsible officers as needed.
• Screen and review various contractual materials, issuing PTAEO numbers, earmarking funds, and verifying and clearing payment requests; prepare appropriate draft contracts for individuals or service providers such as APW’s, and other contract modalities.
• Support the PMO in monitoring, and follow-up on programme implementation levels, drawing the attention of the PMO/Heald of PMU/responsible officers to problems, inconsistencies, delays, and other anomalies detected.

Other services:

• Liaises with administrative and technical staff as needed to ensure proper coordination and synergy between programmes within the CO.
• Support the PMO in coordinating and follow-up on the Programme Management Units’s administrative issues.
• Assist with the organization of internal meetings, participate and take notes as needed. Contribute to the organization of large-scale, high-level, international meetings relating to the work of the PMU and coordinating logistics for off-site meetings.
• Perform other related duties as required or instructed, including providing support to other areas of work as assigned within the general remit of this position.

REQUIRED QUALIFICATIONS

Education Qualifications

• Essential: Completion of secondary school or equivalent.
• Desirable: Bachelor’s degree or equivalent in public or business administration, public health or a related field from an accredited institution.

Experience

• Essential: At least 5 years of progressively responsible experience in the administrative field particularly in positions with responsibility for administrative overview/coordination in the areas of budget and finance OR a combination of a relevant Bachelor’s degree with 3 years of experience in the administrative field particularly in positions with responsibility for administrative overview/coordination in the areas of budget and finance
• Desirable: Experience in working with ERP systems an asset.

Functional Knowledge and Skills

• Excellent computer skills: ERP as well as standard software, language and communication skills.
• Proven understanding of WHO and/or UN policies and procedures.
• Demonstrated ability to establish and maintain effective working relations with stakeholders at all levels. Strong communication skills. Ability to explain technical administrative issues to a variety of stakeholders using clear and simple language.
• Ability to work comfortably in a fast-paced environment. Ability to adapt to the changing environment with growth mindset.
• Ability to identify and manage one’s emotions and help others do the same.

Use of Language Skills

• Essential: Expert knowledge of English and Ukrainian.
• Desirable: Intermediate knowledge of other Official WHO Languages.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2403978