Programme Assistant, Geneva, Switzerland

Organization: World Health Organization (WHO)

Country: Switzerland

City: Geneva

Office: WHO Geneva, Switzerland

Grade: G-6

Closing date: Monday, 25 July 2022

Programme Assistant

( 2205751 )

Grade : G6

Contractual Arrangement : Fixed-term appointment

Contract Duration (Years, Months, Days) : 2 years

Job Posting: Jul 4, 2022, 3:17:00 PM

The mission of WHO’s Health Emergencies Programme (The Programme) is to build the capacity of Member States to manage health emergency risks and, when national capacities are overwhelmed,to lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery to affected populations. The WHE Response division (WRE) is responsible for rapidly detecting and responding to health emergencies while leveraging relevantnational and international partnerships, ensuring that emergency-affected populations in acute and protracted emergencies have access to essential health services and that systems are maintained and strengthened in fragile, conflictand vulnerable settings while implementing at scale, proven prevention strategies for priority pandemic/epidemic-prone diseases.The objective of the Strategic Health Operations Department is to ensure the establishment of strong emergency management system at all three levels of the Organization (based on incident management), implementation of operations and services according to agreed standards, and availability of a strong logistics and operational support capacity. The Department prioritizes support to the most vulnerable and low capacity countries.

DESCRIPTION OF DUTIES

Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:Provide support and input to the Director on planning, resource allocation and human resources management across the full range of programmes and projects of the Department.Brief staff at all levels on budget, financial, administrative, HR- and other procedures and practices and monitor the correct use of the WHO Financial Rules and Regulations by staff in their implementation of fundsProvide administrative support to the operational planning and development of projects and work plans and assist the Director and/or Team(s) through the provision oft argeted, seamless programmatic, financial and administrative support work along the life-circle of the project(s).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 oras delegated; clearance of obligating documents, checking them for completeness, and following-up on missing elements, liquidating obligations and undertaking reconciliation as required.Verify expenditures to comply with work plans, financial rules and regulations and award agreements. Follow up actions on financial and budgetary matters, acting as admin approver within delegated authority, and coordinate the mid-term reviews and the end of year of biennium closure of accounts exercise for the DepartmentScreen 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 contract modalities.Monitoring the staffing level of the Department, keeping track ofall contract extensions and renewals, checking and ensuring that funds are available for the proposed contract and ensure that the renewal of contracts for staff are carried out in a timely fashion, maintaining and updating the Departmental HR plan accordinglyPrepare routine and ad hoc financial reports using GSM and other related sources of information to assist the Director in taking appropriate decisions and to ensure that funds are utilized optimally Monitor, and follow-up on programme implementation-levels, drawing the attention of the Director to problems,inconsistencies delays and other anomalies detected.Coordinate and follow-up on the Department`s HR-administrative issues, ranging inter alia from providing HR-related information on rules and procedures to the Director as well as to staff of the Department; ensure proper management of the HR Plan/HR Action Plan within the workplan; follow-up on actions required on contract issues for staff and non-staff, on-boarding, briefing of new staff; and follow-ups on performance evaluation reports/PMDS issues Coordinate and manage the smooth running of the administrative functions in the Department, including maintaining an up to datestatus 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.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.Take minutes in the Departmental group meeting of Director Team leaders and Administration.Oversee the organization of large-scale,high-level, international meetings relating to the work of the Department and coordinating logistics for off-site meetingsSupervise support staff in the Director’s Office when required.Perform other related duties as required or instructed, including providing support to other areas of work as assigned.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondaryschool education or equivalent.

Desirable: Technical training courses in office and/or management related areas.

Experience

Essential: At least 8 years of relevant experience.

Desirable: Relevant experience in WHO or another UNagency an asset.Experience in Oracle-based or other ERP systems an asset.

Skills

The incumbent takes self-initiative to maintain and update proficiency in the use of modern office technology throughin-house courses, on-the-job training or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the division and WHO, to be able to brief others and explain procedures.

WHO Competencies

Teamwork

Respecting and promoting individual and cultural differences

Communication

Producing results

Knowing and managing yourself

Use of Language Skills

Essential: Expert knowledge of English. Intermediate knowledge of French.

Desirable: REMUNERATION

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 CHF 82,568 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

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.

For information on WHO’s operations please visit: http://www.who.int.

WHO is committed to workforce diversity.

WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.

WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.

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 posting: https://unjobs.org/vacancies/1656955193519