Senior Administrative Assistant

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Description

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• Coordinate with WRO staffon project priorities and activities with a view to ensuring effective deliveryof administrative services, contribute to the development of the WRO programmebudget, OSERs and workplans, maintain an overview on budgetary, funding and relatedfinancial issues, closely monitoring deadlines, obligations, gaps etc.,verifying and recommending required actions.
• Act as first level approverfor all Global Management System (GSM) transactions related to all WROworkplans; carry out quality checking and subsequent validation of financialinformation and attachments; and identify discrepancies and recommendappropriate options/solutions.
• Oversee the efficientmanagement of the E-Imprest system; proper implementation of financialprocedures and internal controls according to GSM operations and WHO rules,verify calculations, supporting invoices and payment authorizations.
• Participate in preparationof proposals for resource mobilization and support WR and national partners, inthe follow-up of multi or bilateral pledges to ensure the availability of fundsfor the implementation of workplans and programme activities.
• Follow up with Ministry ofHeath, national counterparts and the Regional office timely initiation andfinalization of administrative actions pertaining to the implementation of WHOcollaborative programmes, liaise with the national authorities obtainingGovernment’s clearance for assignment of WHO staff and visiting missions.
• Scrutinize all requests forprocurement of goods and services ensuring receipt of governments’ approval,availability of detailed specification and funds, and adherence to WHOprocedures, follow up with concerned parties customs clearance, receipt ofdeliverable and finalization of payments.
• Finalize human resources(HR) plan following discussion with the WR and recommend changes in the numberand/or profile of the support staff in the WRO; evaluate applications andrecommend short list for support staff positions; act as a member of interviewpanel for administrative positions; provide induction training for new generalservice (GS) staff; represent staff in Local Salary Survey Committee.
• Supervise administrative staff in providing effective and efficient support services, distribute tasksand review work to confirm compliance with WHO rules and regulations, identifytraining needs, plan and coordinate development activities for staff, incoordination with Staff Development and learning unit (SDL).
• Oversee the security of theoffice premises to ensure MOSS compliance and provide briefing to staff asneeded, ensure the proper maintenance of WRO buildings and equipment and thetimely reporting on assets inventory.
• Extract and analyse data relating to programme implementationand activities from all sources, draft related briefing summaries/reports,evaluate progress in implementation of workplans, and make recommendations tothe WR and technical staff to facilitate planning and decision making.

• Essential: Completed secondary education supplemented bysecretarial communication and IT Training.
• Desirable: University degree in businessadministration, social sciences or related field is an asset.

• Essential: At least ten years progressive experience inprogramme administration and management, including experience in a supervisory role
• Desirable: Relevant experience in the UNsystem.

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

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2310742

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