Administrative Assistant (Programme Management)

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.

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.

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.

– 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.

– 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.

– 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.

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.

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.

• 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.

1) Teamwork

2) Respecting and promoting individual and cultural differences

3) Communication

4) Producing Results

5) Knowing and Managing Yourself

Essential: Expert knowledge of English and Ukrainian.

Desirable: Intermediate knowledge of other Official WHO Languages.

1. This vacancy notice may be used to fill other similar positions at the same grade level.

2. Only candidates under serious consideration will be contacted.

3. A written test and/or an asynchronous video assessment may be used as a form of screening.

4. In the event 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.

5. 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.

6. Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and E-Manual.

7. 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 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.
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[email protected].

8. 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.

9. 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.

10. WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

11. 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.

12. The statutory retirement age for staff appointments is 65. For external applicants, only those who are expected to complete the term of appointment will normally be considered.

13. For information on WHO’s operations please visit:http://www.who.int

14. This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

15. 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.
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[email protected].

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