Administration & Finance Assistant ( Multiple Locations), Sulaymaniah, Iraq
Organization: WHO - World Health Organization
Field location: Sulaymaniyah, Iraq
Office: WHO - World Health Organization in Sulaymaniyah
Closing date: Sunday, 29 September 2019
Administration & Finance Assistant ( Multiple Locations) - ( 1904193 )
Grade : G5
Contractual Arrangement : Temporary appointment under Staff Rule 420.4
Contract duration : One Year
Job Posting : Sep 8, 2019, 2:19:02 PM
Closing Date : Sep 30, 2019, 12:59:00 AM
Primary Location : Iraq-Sulaymaniah
Organization : EM_IRQ WHO Representative’s Office, Iraq
Schedule : Full-time
The vacancy will be used to fill several positions in Iraq ( Dohuk,Basra,Suleimania and Musul)
OBJECTIVES OF THE PROGRAMME To ensure that effective WHO country presence is established toimplement WHO country cooperation strategies that are aligned with Member State’s health and development agendas, and harmonized with the United Nations country team.
DESCRIPTION OF DUTIES ADMINISTRATION.
Provide a full range of secretarial services, ensuring that deadlines are met and correspondence and queries are responded to in a timely manner. Type and edit technical reports, documents and presentations in accordance with WHO style, draft general correspondence on own initiative or upon instructions. Initiate and process different transactions in GSM, including procurement of goods and services. Follows up with concerned parties the receipt of deliverables and finalization of payments;
Receive, screen and process incoming correspondence and requests, obtain and attach background information and forward to the staff concerned; draw their attention to specific issues/problems as necessary.
Make necessary arrangements for field visits and duty travel of team members, consultants and visiting missions, follow up on ticket and hotel reservations, security clearances, and process travel requests in GSM.
Assist in organizing meetings, workshops and training activities, by typing documents and presentations, sending letters to participants, photocopying and preparing files; follow up with logistics units regarding arrangements. Provide secretarial support during meetings. In close coordination with the Administration/Finance unit, process all requests related to programme activities, such as procurement of goods and services, DFC, APWs, fellowships, consultants, etc. obtain necessary approvals and initiate action in GSM. Follow up with concerned parties the completion of deliverables and payments.FINANCEAdminister the E-Imprest system. Ensure proper compliance with financial procedures, systems and internal controls according to Global Management System (GSM) instructions and WHO rules. Select and enter data from variety of documents, ensure accuracy in calculations and attach necessary supporting invoices or receipts of payments and payment authorizations. Prepare financial tables, special reports and other ad-hoc reports. Initiate, verify and process financial transactions and payments for WRO office pertaining to staff and non-staff costs, purchase orders, local purchases, Imprest, DFC’s, GES etc, based on authorizations received. Monitor Imprest GL’s ensuring accuracy of financial data, adequacy of supporting documents and maintenance of proper accounting records. Reconcile country office cash books and justify any difference in reconciliation; prepare cash counts to reconcile with the cashbooks on a monthly basis. Using GSM, monitor aspects of the implementation of programme activities according to the approved country workplan. Follow up on the transfer of program funds and initiate award budgeting in GSM. Monitor awards expiry dates, alert responsible staff, and initiate action for expenditure batches. Review and follow up on encumbrances and unapplied receivable balances, process and monitor revisions of amounts vis-a-vis award distribution by SO/OWER. Replace and assist other colleagues in the team and perform other related financial and administrative duties as required.