Programme Assistant – (2203556)
Contractual Arrangement: Fixed-term appointment
Contract Duration (Years, Months, Days): 2 years
Job Posting: Jul 12, 2022, 3:27:45 PM
Closing Date: Aug 3, 2022, 12:59:00 AM
Primary Location: Switzerland-Geneva
Organization: HQ/WSE Health Emergency Intelligence & Surveillance Systems
IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.
Objective of the Programme and the immediate Strategic Objectives
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 Health Emergency Intelligence and Surveillance Systems division (WSE) is responsible to build a system of collaborative intelligence enabling better decisions to avert and manage public health threats and risks. Its goal is to enable, strengthen and support countries, regional and global actors in averting and managing public health threats and risks through collaborative problem solving and decision-making for short-term action and long-term policies, informed by better data and analytics. The Surveillance Systems Department is responsible for the setting of norms and standards for surveillance, the development of global surveillance strategies, supporting members states in the implementation of these strategies, and strengthening of national and global capacities for surveillance through applied epidemiology training.
DESCRIPTION OF DUTIES
Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:
1. 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.
2. 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 funds.
3. Provide administrative support to the operational planning and development of projects and work plans and assist the Director and/or Team(s) through the provision of targeted, seamless programmatic, financial and administrative support work along the life-circle of the project(s).
4. 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, liquidating obligations and undertaking reconciliation as required.
5. Verify expenditures to comply with work plans, financial rules and regulations and award agreements.
6. 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 Department.
7. 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 contract modalities.
8. Monitoring the staffing level of the Department, keeping track of all 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 accordingly.
9. Prepare 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.
10. Monitor, and follow-up on programme implementation-levels, drawing the attention Of the Director to problems, inconsistencies delays, and other anomalies detected.
11. 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.
12. Coordinate and manage the smooth running of the administrative functions in the Department, including maintaining an up-to-date status of the office space and acting as the office space focal point for the Department.
13. Check, obligate and clear purchase requests for services and equipment, working in close collaboration with relevant colleagues to ensure that ordered services are appropriate.
14. 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.
15. Take minutes in the Departmental group meeting of Director Team leaders and Administration.
16. Oversee the organization of large-scale, high-level, international meetings relating to the work of the Department and coordinating logistics for off-site meetings.
17. Supervise support staffing the Director’s Office when required.
18. Perform other related duties as required or instructed, including providing support to other areas of work as assigned.
Essential: Completion of secondary school.
Desirable: Technical training courses in office and/or management related areas.
Essential: At least 8 years of relevant experience.
Desirable: Relevant experience in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.
1. Demonstrated skills and knowledge in the use of word processing or other software packages and other standard office equipment.
2. Formal or self-training in the use of standard office software.
3. Training in Oracle-based or other ERP systems an asset.
Respecting and promoting individual and cultural differences
Moving forward in a changing environment
Use of Language Skills
Essential: Expert knowledge of English. Intermediate knowledge of French.
Desirable: Intermediate knowledge of another WHO Language.
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 EUR 41,629 (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.
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.