Programme Assistants

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Description

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The incumbent works under the supervision and guidance of the responsible Officer and in collaboration with the management officer of the Division. S/he provides an array of programmatic, financial, administrative and HR support to the programme(s) of the Department. Work is assigned usually with general instructions only and performed in accordance with WHO e-Manual, financial rules, regulations and procedures. The incumbent seeks clarification from the originator and/or guidance from the supervisor where and when required. 

Work is controlled for meeting expectations and meeting deadlines. Financial reports, budgetary documents and statements are reviewed for accuracy. 

The incumbent may be called upon to provide briefing to staff on WHO financial and administrative procedures and practices, and on other specific procedures. 

Within the delegated authority, the incumbent is assigned all or part of the following responsibilities: 

• Provide support and input to the Director on planning, resource allocation and human resources management across the full range of programmes and projects of the Department. 
• Brief staff at all levels on budget, financial, administrative, HR- and other procedures and practices and monitor the correct use of the WHO Financial Rules and Regulations by staff in their implementation of funds.
• Provide administrative support to the operational planning and development of projects and work plans and assist the Director and/or Team(s) through the provision of targeted, seamless programmatic, financial and administrative support work along the life-circle of the project(s).
• Verify obligating documents, cross-checking relevant information available from GSM or other on-line systems, ensuring the availability of funds, updating files, and transferring funds as instructed or as delegated; clearance of obligating documents, checking them for completeness, and following-up on missing elements, liquidating obligations and undertaking reconciliation as required.
• Verify expenditures to comply with work plans, financial rules and regulations and award agreements. Follow up actions on financial and budgetary matters, acting as admin approver within delegated authority, and coordinate the mid-term reviews and the end of year of biennium closure of accounts exercise for the Department.
• 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. Monitoring the staffing level of the Department, keeping track of all contract extensions and renewals, checking and ensuring that funds are available for the proposed contract and ensure that the renewal of contracts for staff are carried out in a timely fashion, maintaining and updating the Departmental HR plan accordingly.
• Prepare routine and ad hoc financial reports using GSM and other related sources of information to assist the Director in taking appropriate decisions and to ensure that funds are utilized optimally.
• Monitor, and follow-up on programme implementation-levels, drawing the attention of the Director to problems, inconsistencies delays and other anomalies detected.
• Coordinate and follow-up on the Department`s HR-administrative issues, ranging inter alia from providing HR-related information on rules and procedures to the Director as well as to staff of the Department; ensure proper management of the HR Plan/HR Action Plan within the workplan; follow-up on actions required on contract issues for staff and non-staff, on- boarding, briefing of new staff; and follow-ups on performance evaluation reports/PMDS issues.
• Coordinate and manage the smooth running of the administrative functions in the Department, including maintaining an up to date status of the office space and acting as the office space focal point for the Department.
• Check, obligate and clear purchase requests for services and equipment, working in close collaboration with relevant colleagues to ensure that ordered services are appropriate. 
• Draft routine and non-routine correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature; analyze incoming correspondence and requests, researching, obtaining and attaching background information where required, or redirecting them as appropriate, drawing the attention of the supervisor or other senior staff concerned; drawing Director’s attention to urgent items and deadlines. 
• Take minutes in the Departmental group meeting of Director Team leaders and Administration. 
• Oversee the organization of large-scale, high-level, international meetings relating to the work of the Department and coordinating logistics for off-site meetings.
• Supervise support staff in the Director’s Office when required.
• Perform other related duties as required or instructed, including providing support to other areas of work as assigned.

Required Qualifications:

Education

Essential :

• Completion of secondary school education or equivalent.

Experience:

Essential:

• At least 8 years of relevant experience.

language skills:

Essential:

• Expert knowledge of English or French with intermediate knowledge of the other language are required. Knowledge of another WHO official language an asset.

Source:  https://careers.who.int/careersection/ex/jobdetail.ftl?job=2401515

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