Executive Associate Programme

tendersglobal.net

Job Description

Under the direct supervision and guidance of the Team Leader (GLP) with regular interaction with RDO/DPM offices as well as in close collaboration with the Regional Advisors/focal point of Leprosy across WHO regions, the incumbent will perform the following duties:
General Administrative duties:
  • Provide overall administrative support to Team Leader (TL), covering all WHO Regions for effective programme management, implementation and evaluation;
  • Screens all incoming correspondence, documents and reports, identify and highlight important issues for urgent action/decisions, submit to the TL with full background information obtained from stakeholders and counterparts;
  • Provide guidance and assistance inorganizing meetings and negotiations involving donors, partners, NGOs, including global and inter-regional meetings. Additionally, provide logistical and administrative support for meetings with donors. Follow up on meeting reports and recommendations for future actions;
  • Initiate contracts, donor proposals, and agreements, and collaborate with Team Leader (TL) to finalize donor agreements. Ensure the timely initiation, smooth implementation, and closure of agreements, facilitating prompt donor reporting and seamless closure of donor agreements; Provide assistance in the procurement and delivery of supplies and equipment; Assist in procurement forecasting and offer administrative support, advice on procurement and logistic matters, market possibilities, development of specifications, and delivery schedules etc.; Provide support to the division in the application of WHO Business Management Systems, including CEM, SPM, ERP, etc. Additionally, assist in supporting collaborative programs, resource mobilization, and the financial and technical implementation;
  • Review outgoing correspondence including those prepared by the unit for accuracy of information, format, related instructions and for conformity with the established procedures and discussing shortcomings;
  • Coordinate with regions and countries to follow up on leprosy control activities, ensuring data and information on drug implementation are current. Monitor the receipt; implementation of donors’ contributions for the leprosy program through HQ. Coordinate the supply and equipment needs as required for the leprosy programme; and
  • Follow up on meeting reports and recommendations for future actions.
Programme Monitoring related duties:
  • Assist TL in the preparation of HR and activity workplans;
  • Assist TL in the distribution of budget allocated in the beginning of biennium and linking/mapping the same to HR and activity Workplans;
  • Assist TL in the distribution of VC fund among across regions and countries throughout the biennium;
  • As the Award Administrator, assisting and reviewing all Award Documents Requests (ADRs) and program changes. This includes work plan funding and award budgeting for Human Resources (HR) and activity work plans;
  • Provide regular assistance to TL by maintaining statistical data/reports on approval budget, encumbrances, expenditures, etc;
  • Perform other related duties as required or as instructed, by supervisors.
Required Qualifications:
Education:
Essential:
  • Completion of secondary education.
Experience:
Essential:
  • A minimum of ten years’ of progressively work experience in administrative positions of any international Organization, preferably in WHO
Skills:
  • Thorough knowledge of WHO Office procedures, practices, forms etc.
  • Good knowledge of organizational structure of technical and support programme units;
  • The incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department and WHO.
  • Ability to draft clearly and concisely correspondence/reports; take notes at technical meetings and operation of computerized systems and databases
  • Ability to handle work in a timely and accurate manner with tact and discretion, as required.
  • Ability to maintain and update knowledge in the use of office technology through in-house courses, on-the-job training and/or self-training.
Language Skills:
Essential:
  • Expert knowledge of English.

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8 months ago

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