Programme Assistant

OBJECTIVES OF THE PROGRAMME AND OF THE DIVISION

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 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 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 endeavor; 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. 

DESCRIPTION OF DUTIES

• The incumbent will provide support in the day-to-day programme, financial, human resources related and administrative functions for a project/programme or technical unit of the Country Office Support Unit.

Key duties:

• The incumbent will perform all or part of the following, and other related responsibilities as required by the needs of the office
• Provide administrative support across a range of programme support activities.

Financial

• Review obligating documents and undertake reconciliations, as required.
• Process transactions in the enterprise resource planning system and follow up with concerned parties on the receipt of deliverables and finalization of payments.
• Support in monitoring aspects of the implementation of country activities, such as, funds for project/programme budget and financial expenditures, according to the approved country work plan, drawing the attention of the supervisor to problems, inconsistencies, and delays.
• Brief staff at all levels on budget, financial, administrative, human resources and other procedures and practices.

Administrative

• Provide input to the immediate supervisor on aspects of planning, resource allocation and human resources management of the programmes and projects.
• Assist with human resources administrative tasks, including monitoring staff contracts, maintaining, and updating the departmental human resources plan accordingly and acting as leave administrator.
• Coordinate the smooth running of administrative functions, including maintaining an up-to-date status of the office space and acting as the office space focal point for the department.
• Analyze incoming correspondence and requests, researching and providing background information as required.
• Draft correspondence on own initiative or based on instructions and finalize correspondence/reports for signature.
• Maintain the unit’s filing system of technical documents and correspondence.
• Provide support on all administrative and logistics preparations required for the organization of meetings and staff travel.
• Support colleagues on general administrative processes and assist/backstop administrative staff in the team.

REQUIRED QUALIFICATIONS

Education

• Essential: Completion of secondary education with equivalent administrative certification or training.
• Desirable: University degree in business administration, social sciences, or related field. Training in the administrative systems of a United Nations agency, fund or programme.

Experience

• Essential: Minimum of five years of work experience relevant to the position (in the secretarial/administrative field).
• Desirable: Relevant administrative and financial experience in WHO or in the United Nations system (UN). Experience in Oracle-based or other enterprise resource planning systems

Functional Knowledge and Skills:

• Knowledge of administrative and financial support procedures and practices, rules and regulations.
• Skills to write/draft routine and non-routine correspondence and reports using proper grammar, punctuation and style.
• Skills to maintain effective client relationships.
• Ability to perform basic financial accounting operations
• Ability to use standard office computer software, take notes and operate computerized systems and databases.
• Ability to undertake simple research, and organize information for the preparation of reports
• briefings and filing.
• Proficiency in computers and office software packages, handling of web-based management systems, Enterprise Resource Planning (ERP) systems and Cloud Management Enterprise System such as Workday.
• Ability to identify and manage one’s own emotions, as well as helping others to do the same

Use of Language Skills

• Essential: Expert knowledge of English. Expert knowledge of Local language.
• Desirable: Intermediate knowledge of French, Russian, German.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2401250&tz=GMT%2B05%3A30&tzname=Asia%2FCalcutta