Administrative Associate (Roster), Copenhagen, Denmark
Organization: World Health Organization (WHO)
City: Copenhagen, Denmark
Office: WHO ROE Copenhagen
Closing date: Friday, 2 April 2021
Administrative Associate (Roster)
( 2101195 )
Grade : G6
Contractual Arrangement : Fixed-term appointment
Contract Duration (Years, Months, Days) : one year
Job Posting: Mar 12, 2021, 1:46:15 PM
Within the Office of the Director of a Division and reporting to the Administrative Officer (AO) of the Division, the incumbent provides a wide range of support and coordination in the day-to-day financial, human resources related and administrative operations, including updating of the planning budget and finance matters in GSM as well as a variety of general administrative actions related to the work of the division.
Within the delegated authority, the incumbent is assigned all or part of the following responsibilities: Provide support and input to the AO of the Division on planning, resource allocation and human resources management across the full range of programmes and projects of the Division.
Provide administrative support to the operational planning and development of projects and work plans and assist the Director and/or team(s) as required along the life-circle of the project(s). This includes but is not limited to assistance with the maintenance of salary workplans, high level view of award management and support to the AO on CFF/TFF allocation.
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 as required.
Verify expenditures to comply with work plans, financial rules and regulations and award agreements. Follow up on financial and budgetary matters, acting as administrative approver within delegated authority, and support the AO in coordinating the mid-term reviews and the end of year of biennium closure exercise for the Division. Prepare routine and ad hoc financial reports using GSM and other related sources of information. Support the AO with donor reporting as and when needed.
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 contingent staff contract modalities. Ensure that evaluations of contingent staff performance are filed in a central repository.
Support the AO in coordinating and follow-up on the Division’s HR-administrative issues; ensure proper management of the HR Plan/HR Action Plan within the workplan. Monitor the staffing level of the division, keeping track of all contract extensions and renewals, checking and ensuring that funds are available for the proposed contracts and ensure that the renewal of contracts for staff are carried out in a timely fashion and the divisional HR plan updated accordingly. Take an active part in the onboarding and briefing of new staff including necessary actions in the GSM. Draft and circulate for approval the necessary paperwork for HRS to take action on staff contractual and other matters.
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.
Assist with the organization of internal meetings in the Director’s office, participate and take notes as needed. Contribute to the organization of large-scale, high-level, international meetings relating to the work of the Department and coordinating logistics for off-site meetings.
Perform other related duties as required or instructed, including providing support to other areas of work as assigned within the general remit of this position.
Respecting and promoting individual and cultural differences
Moving forward in a changing environment
Functional Knowledge and Skills:
Strong organization and office skills, as well as skills in note taking and minutes writing.
Strong skills to work independently.
Sound knowledge and skills in using a variety of office and computer packages.
Ability to multitask and work under pressure, in a fast-paced environment.
Ability to identify and manage one’s own emotions, as well as helping others to do the same.
Essential: Completion of secondary school or equivalent.
Desirable: Technical training courses in office and/or management related areas.
Essential: At least 8 years of relevant experience. Experience in Oracle-based or other ERP systems.
Desirable: Relevant experience in WHO or another UN agency an asset. .
Fluency in English required. Working knowledge of either French, German or Russian an advantage.
WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at DKK 352,030 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.
This vacancy notice may be used to fill other similar positions at the same grade level
Only candidates under serious consideration will be contacted.
A written test may be used as a form of screening.
In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
Staff members in other duty stations are encouraged to apply.
For information on WHO’s operations please visit: http://www.who.int.
WHO is committed to workforce diversity.
WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
Link to the organization’s job offer: https://unjobs.org/vacancies/1615748669854