Programme Assistant

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Description

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Risk Management and Ethics (CRE) is to systematically identify risks, and by topic area, maintain a risk register record, evaluate it according to its likely impact and probability and proactively have it managed by risk management owners. The CRE will seek to periodically review, assess and integrate internal control compliance into all policies and managerial decisions. The CRE will promote and uphold the highest organizational standards, codes of conduct and core values. The CRE will liaise independently with internal parties cross the different levels of the Organization, developing and presenting to the Regional Director its annual work plan of delivery of compliance and risk management across the Region.

Description Of Duties:

• Provides full administrative support including drafting in line with WHO style guide, reviewing and dispatching of correspondence, reports, documents, etc., independently compose and finalize correspondence of administrative nature and draft interim replies, draft presentations as guided by professional staff.
• Receives, screens, and logs all incoming correspondence, searches for information and attach background, provides unofficial translation, if needed, takes minutes of unit meetings, updates and maintains unit filing systems (paper based, electronic and database).
• Follows up on the implementation of programme activities and ensures timely submission of unit’s contributions; responds to and acts on telephone enquiries, assesses the urgency of programme matters and refers them to appropriate staff for action, informs and reminds professional staff in the unit of deadlines, provides supporting material as appropriate.
• In coordination with designated risk focal points, follows up with BCs regarding risk identification and response actions, consolidates the feedback used for various platforms, and follows up on RMT user access.
• In coordination with designated CRM focal points, follows up with BCs on Internal Control Framework (ICF) deadline, assists the focal points in review and validation of BC submissions, keeps the list of ICF users updated. Provides full administrative support to the unit’s intercountry meetings, organizes the travel of CRM staff, drafts rationale and plan (including approximate costs) for meetings, compile and process all necessary documentation, liaise with participants, issue TRs, effect payments for participants, follow up on travel claims and complete logistical and financial arrangements.
• Using GSM, carries out the function of project administrator; entering unit workplans, monitoring availability of funds and financial expenditures according to the approved workplan, initiating expenditure batches, and liaising and coordinating with country offices on the implementation of the workplan related to the concerned programme. Initiates and process different transactions in GSM, including procurement of goods & services; completing necessary forms, obtaining approvals for APWs, and submitting documentation to the Administrative Assistant, and following up with concerned parties on the receipt of deliverables and finalization of payments. Updates the CRM webpages and keeps the contents (CRM Committees, monthly reports, RMT and ICF focal points, links to programmatic areas, etc.) updated.
• Assists/replaces administrative staff in the Department and Performs other relevant duties within their scope of responsibility as required.

Required Qualifications:
Education:

• Essential: Completion of secondary education supplemented by secretarial training
• Desirable: University degree in business administration, social sciences or related field an asset.

Experience:

• Essential: At least five years of relevant secretarial/administrative experience.
• Desirable: Relevant experience in the UN system. Knowledge of internal control, risk management and audit concepts, methods and techniques.

Skills:

• Good filing and organizational skills.
• Ability to maintain good working relationships with national and international staff.
• Good knowledge of WHO rules, manuals, practices, procedures and WHO Style Guide as applicable to the secretarial level an asset

Use of Language Skills:

• Essential: Expert knowledge of English. Expert knowledge of Arabic.
• Desirable: Intermediate knowledge of French.

Source:  https://careers.who.int/careersection/ex/jobdetail.ftl?job=2401230

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