Administrative Assistant, Kyiv, Ukraine

Organization: World Health Organization (WHO)

Country: Ukraine

City: Kyiv

Office: WHO Ukraine Country Office

Grade: G-6

Closing date: Monday, 15 August 2022

Administrative Assistant

( 2207252 )

Grade : G6

Contractual Arrangement : Temporary appointment under Staff Rule 420.4

Contract Duration (Years, Months, Days) : 6 months

Job Posting: Aug 1, 2022, 2:32:19 PM

Within the Country Office and reporting to WHO Representative, the incumbent provides a wide range of specialized support and coordination services in the day-to-day financial, human resources, procurement and administrative-related operations, as well as a variety of country specific tasks, serving as focal point for local authorities and UN-related committees in the country, as appropriate.

DESCRIPTION OF DUTIES

Under the supervision of the WHO Representative, the incumbent is assigned all or part of the following responsibilities:

Provide support and input to the WR on planning, resource allocation and financial management, human resources, procurement and general administration and coordination.

Provide support to the WR on preparation and regular monitoring of the office running costs budget, monitoring of the Management and Coordination workplan, ensuring sufficient budget and cash flow to cover recurring costs as well as necessary one-time investments to facilitate smooth operations in a safe and secure office environment.

Provide administrative support to the operational planning and development of projects and work plans and assist the WR as required 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 or as delegated; clearance of obligating documents, checking them for completeness, and following-up on missing elements as required.

Maintain e-Imprest and local bank accounts.

Verify expenditures to comply with work plans, financial rules and regulations and award agreements. Support the WR in coordinating the mid-term reviews and the end of year of biennium closure exercise for the Country Office. Prepare routine and ad hoc financial reports using GSM and other related sources of information. Support the WR or relevant Technical Officer/NPO with donor reporting as and when needed.

Screen and review various HR contractual materials, prepare appropriate draft contracts for individuals such as, consultants‘ contracts/SSAs, and other contingent staff contract modalities.

Support the WR in coordinating and follow-up on the country office’s HR-administrative issues ensure proper management of the HR Plan/HR Action Plan within the workplan. Monitor the staffing level of the country office, 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 updated accordingly. Take an active part or actively assists the WR in selection processes, onboarding and briefing of new staff including necessary actions in GSM. Draft and circulate for approval the necessary paperwork for HRS to take action on staff contractual and other matters.

Initiate, check, and follow up on purchase requisitions for procurement of goods and services that are required for the implementation of WHO health projects in the country office.

Initiate procurement actions such as: conduct basic market research, prepare tenders, evaluate offers, participate in vendor selection, negotiate with local suppliers (price, deadline, payment terms), ensure smooth delivery, assist responsible officers in contract management, help timely receipts and payment, and report on fixed assets in close collaboration with relevant colleagues.

Act as focal point for asset management and assist in tracking, reporting, verification and related FA processes.

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 the WR/s attention to urgent items and deadlines.

Serve as focal point for the organization of meetings in the Country Office as needed. Contribute to the organization of large-scale, high-level, international meetings relating to the work of the Country Office and coordinating logistics for both on and off-site meetings.

Act as leave administrator for all staff in the country office and supervise other administrative staff, when applicable.

Supervise assignment and schedule of driver, monitor transport requirements of the office, review overtime, monitor vehicle maintenance schedule through WHO Fleet Management System, when applicable.

Participate in UN-related committees in the country, such as Operations Management Team, salary surveys, rental surveys and serve as the UN ICSC Focal Point, carrying out DSA surveys. Under delegation, liaise with UNDSS on security matters.

Serve as focal point for local authorities, initiate VAT reclaim and perform VAT reconciliation exercises according to WHO rules and regulations.

Where requested by the WR, support the preparation of press releases, presentations, media materials (including social media), etc.

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.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school or equivalent.

Desirable: Relevant higher education or post-secondary training courses in office, accounting and/or management related areas.

Experience

Essential: At least 8 years of progressively responsible experience in the secretarial/administrative field.

Desirable: Demonstrated experience in an Oracle-based or other ERP system. Demonstrated experience in an international environment or institution. Relevant experience with(in) WHO or in the UN.

Use of language skills

Essential: Excellent knowledge of English and Ukrainian and working knowledge of Russian.

Desirable: Working knowledge of German or French.

WHO COMPETENCIES

Teamwork

Respecting and promoting individual and cultural differences

Communication

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.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, and 30 days of annual leave.

ADDITIONAL INFORMATION

This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

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/1659382856305