Programme Associate

The mission of the Division of Health Emergencies (WHE) is to build the capacity of Member States to assess, prevent and manage health emergency risks, and lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery to affected populations.

The WHE Division brings together and enhances WHO’s operational, technical and normative capacities in outbreaks, emergencies and risk analysis to address all health hazards across the risk management cycle in a predictable, capable, dependable, adaptable and accountable manner. The Programme is designed to operate within the broader humanitarian and emergency management architecture in support of people at risk of, or affected by, outbreaks and emergencies, consistent with ways that strengthen local and national capabilities.

Duties:

• The incumbent will perform all or part of the following, and other related responsibilities as required by the needs of the office.
• Administer and/or coordinate processing of work products and transactions across programme, financial, and administrative work areas.
• Supervising and training of Programme Assistants as assigned by the supervisor

Financial:

• Review obligating documents, undertake reconciliations, and prepare reports, as required.
• Review and process transactions in the enterprise resource planning system and follow up with concerned parties on the receipt of deliverables and finalization of payments.
• Monitor aspects of the implementation of country activities (such as deadlines, 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.

Administrative:

• Support the preparation and monitoring of teamwork plans in the enterprise resource planning system.
• Coordinate and follow-up on human resources administrative tasks, ranging from providing the team with human resources-related information on rules and procedures, managing the human resources plan within the workplan, contracts management, onboarding and follow-ups to performance evaluation reports/performance management and development system issues.
• Manage the smooth running of the administrative functions, 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.
• Track/administer the team’s client-support/response system and flow of information, monitoring and ensuring the processing of requests and correspondence.
• Provide administrative support to the organization of internal and external meetings, including the preparation of letters of invitation, documents, cost estimates and travel requests, the distribution of materials and liaison with participants and other stakeholders.
• Compile and ensure the availability of documentation for team meetings, seminars, and workshops.
• Establish and or maintain the team’s electronic filing system of technical documents and correspondence.

Education:

Essential:

• Completion of secondary education or equivalence training.

Experience:

Essential:

• A minimum of 8 years of progressively responsible work experience relevant to the position (in the secretarial/administrative field) OR 4 years with a Bachelor or higher degree provided the university degree is relevant to the position.

Language Skills:

Essential:

• Excellent knowledge of English and Ukrainian.

Skills:

• Proficiency in the use of standard office computer software, note taking and operation of computerized systems and databases.
• Demonstrated knowledge of procedures and practices, rules and regulations in an administrative support area in a United Nations or WHO country office.
• Ability to undertake research, and prepare reports, briefing materials, and maintain filing systems.
• Basic financial accounting skills.
• Ability to train, brief and explain administrative procedures to other staff members.
• Ability to review, write/draft routine and non-routine correspondence and reports using proper grammar, punctuation and style.
• Ability to maintain effective client relationships and proactivity in servicing clients.
• 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.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2401095