SSA Project Assistant

Background 

The purpose of this TOR for Project Assistants is to fill Temporary Appointments on Special Service Agreement (SSA). 

To provide administrative support to the 2023 Japanese Supplementary Budget Project by the World Health Organization under the general supervision of the Programme Officer and overall guidance of the Operation Officer.  The incumbent performs functions related to Program support in the GSM environment. The incumbent works based on general instructions, from his/her own experience, according to the policies, procedures, rules and regulations of the Organization, ensures the proper functioning in the team or department. The incumbent is invited to seek advice on unusual matters. Most of the work is checked for accuracy and relevance by the incumbent and by the Programme Officer and Operation Officer on an ad hoc basis for the achievement of results and quality in general; correspondence is referred to the Programme Officer as needful, before submission to the Representative.

Deliverables

• Initiate correspondence projects on the orientation of Programme Officer; finalize them in accordance with WHO and departmental styles and check language, grammar and accuracy before submission for approval and signature.
• Organize the administrative preparation of internal and external meetings, including the preparation of business plans in GSM / Oracle, letters of invitation, cost estimates and travel requests; assist in the preparation of documents; sending materials and liaising with participants and others involved.
• Analyze correspondence and requests received, highlight incoming documents and attach background information and identify areas requiring action by Program Managers, drawing attention to important issues. Schedule meetings of Program Administrators, according to schedules and needs; take minutes of meetings and follow up on issues requiring action to ensure prompt response to WHO requests.
• Obtain information documents for meetings, seminars, workshops, etc. which Program Administrators take part in, verify their availability, and ensure that they have the appropriate information files and documents.
• Ensure that technical reports and documents conform to WHO standards, rules, practices, procedures and editing style and correct them as necessary prior to submission to the Representative’s signature.
• Use appropriate monitoring tools, monitor and ensure deadlines and deadlines are met, and correspondence and requests are analyzed and processed as soon as possible.
• Use GSM to prepare requests for official travel by Program Officer. Make airline and hotel reservations, prepare travel records, and handle other related matters upon request.
• Follow-up with the implementing partners for progress report and DFC/DI FACE for submission to the Programme Officer
• Assist Procurement, Travel and Logistics Assistant to perform purchases and procurement of materials, goods, and equipment according to the project needs and the corresponding administrative and/or forwarding procedures
• Assist in raising requisition for goods and services in GSM
• Perform other related duties as required or directed, including support to the Administration and the Representative’s Office.
• Subject to the agreement of both parties, these terms of reference may be modified from time to time, as required in the interest of the project/activity.

Qualifications, experience, skills and languages

• Identify the educational qualifications and expertise needed for the terms of reference outlined above.

REQUIRED QUALIFICATIONS 

Education 

• Essential: Completion of Grade 12 followed by administration training
• Desirable: Diploma in Administration, or related field will be an advantage

Work Experience

• Essential: 5 years of experience in a recognized public or private international organization.
• Desirable: Experience in administrative support positions within WHO or another UN agency is an asset. Experience in Oracle-based systems or another ERP-like system is an asset.

Skills

• The incumbent will demonstrate mastery; actualize his knowledge in the use of modern office technology through internal courses, on the job or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in Country Office, organic group and WHO, to be able to brief and explain procedures to other members Staff

Use of language skills 

• Essential: Expert knowledge of spoken and written English language is required.
• Desirable: Working knowledge of French would be an advantage.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2405301