Administrative Associate

OBJECTIVES OF THE PROGRAMME

The objective of the WHO Nepal Country Office is to implement the Country Cooperation Strategy by supporting the Nepal Government in the formulation, implementation and evaluation of national health policies, strategies and plans and developing and managing WHO’s technical cooperation programmes at the country level. WHO provides guidance and technical support in organizing the humanitarian health response and in revitalizing the capacity of the health sector to rebuild and recover from emergencies in appropriate and sustainable ways. The Country Office develops collaboration with the Government of Nepal and relevant stakeholders in support of their efforts of achieving national health goals; of ensuring the attainment of universal health coverage and of contributing to global and regional public health action by providing need-based technical assistance in national level policy formulation, setting norms and standards, improving knowledge dissemination and management, monitoring country health situation and building sustainable institutional capacity, to play a greater leadership role in different national level policy and technical forums. Within this framework, the immediate Unit, Administration’s objective is to facilitate programme delivery by providing timely managerial and administrative services to programme delivery collaborators, staff and consultants in all aspects of administrative and financial operations including budget and finance, human resources, fellowships, procurement, travel, ticketing and transportation, logistics, building management, safety and security of staff, information technology including GSM operations, telecommunications and Protocol. Furthermore, to provide accurate guidance, information and practices which lead to full compliance and accountability with the Organization’s established rules and regulations. This specific position will co-ordinate and deliver a full range of administrative support services in the WCO Nepal office.

DESCRIPTION OF DUTIES

• Under the direct supervision of the Administrative Officer (AO) and overall guidance of the WHO Representative (WR), the incumbent will provide overall administrative support services to World Health Organization Country Office, Nepal and assist in management as follows:

General Administration:

• Assist in administrative activities related to office renovation/maintenance of premises in WCO and project office and field office. Assist in developing Standard Operating Procedure (SOP) in the area of administration and coordinate in updating the existing administrative Standard Operating Procedures (SoPs). Assist in preparing Long Term Agreement (LTAs) and annual maintenance contracts for various services required in (WHO Country Office (WCO).
• Assist to act as liaison with UNDP /UN common services and represent (in the absence of AO) UN House board meeting and brief AO, WR on the meeting outcome, as required.
• Assist in clearing the household goods and personal effect of WHO international staff, initiate the necessary documentation for visa extension of international staff and their dependents.
• Provide administrative support for conducting international workshop/meeting/seminar and advocacy events, by finalizing venue arrangement in coordination with programme team, event manager and timely action for travel arrangement of official nominees/invitees to various WHO organized events and facilitate in visa (if required);
• Facilitate in arrival and departure of VIPs, WHO dignitaries, as required, in close coordination with Ministry of Health and Population (MoHP) and Ministry of Foreign Affairs (MoFA).
• Supervise the vehicle document (bluebook, log sheet, air pollution checks etc.) and necessary items/management tool kept in the vehicle e.g. first aid kit. Prepare and update vehicle history record, maintenance record, fuel consumption report, vehicle insurance report, vehicle condition report and vehicle accident report on monthly basis. Prepare maintenance schedules and agreements and effective monitoring tools to track vehicle services quality and operationality.
• Custodian for management of office supplies including maintaining of stock, distribution required by staff and keeping a log of distribution. Process of WHO equipment for auction in consultation with the Procurement Associate.
• Support to organize of procurement processes including preparation of Request for Quotations (RFQs), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of Purchase Orders (POs).

Security: 

• Serve as the Agency’s Security Focal Point (ASFP), disseminate security related information/advisory, Standard Operating Procedure to country staff and field staff in a timely manner, providing security briefing to new national and international staff, visitors, consultants, monitoring/controlling WHO staff and SSA holders’ movements in the field.
• Maintain and update the database of WHO officials for safety and security purpose. Timely follow up with staff and non-staff for accuracy of their information in the database and process for issuance of ID cards.
• Assist in developing fire safety plan to provide information and procedure to protect from fire hazards, evacuation and maintenance.
• Assist in conducting house assessment (international staff) and advise security measures to enhance their residential security. Prepare security incidents report affecting staff/non-staff, offices and assets.
• Represent and maintain regular contact to United National Department of Safety and Security (UNDSS) for the security related update and assistance.
• Perform any other job as assigned by the supervisors.

REQUIRED QUALIFICATIONS

Education

• Essential: – Completion of secondary school education.
• Desirable: – Training certificates and/or courses in administration and University degree would be an asset.

Experience

• Essential: At least 8 years’ progressively responsible experience in administrative management work.
• Desirable: Relevant working experience with WHO and/or other UN agencies would be an asset.

Skills

• Thorough knowledge of WHO Admin Rules, Regulations and procedures and GSM usage in Admin Modules.
• Good knowledge of computer applications and software including MS Office applications (specifically excel, word and ppt.).
• Ability to draft reports/correspondence concisely and clearly, etc
• Ability to maintain good working relationships.

Use of Language Skills

• Essential: Expert knowledge of English. Expert knowledge of local language.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2408241