Administrative Assistant
OMS
Job location
Pemba
Employment status
Full–time
Job details
OBJECTIVES OF THE PROGRAMME
The Mission of the WHO Health Emergencies Programme(The Programme) is to help countries, and to coordinate international action,to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies.
DESCRIPTION OF DUTIES
Provide operational support for the day-to-day running of the sub-office in the areas of budget preparation and monitoring, financial transactions, transport planning, assets management, and office maintenance. Administer the E-Imprest. Ensure proper Implementation of financial procedures, systems and internal controls according to GSM instructions and WHO rules. Select and enter data from a variety of documents, ensure accuracy of calculations and attach necessary supporting invoices and receipts of payments and payment authorization;Process suppliers' invoices and monitor all payment requests, ensuring that all supporting documents (invoices, contracts, deeds of acceptance, among others) are attached and duly signed, stamped and in accordance with the delegation of authority, prior to any payment;Monitor unliquidated financial charges and ensure that purchase orders are closed on time;Follow up with the Global Service Centre (GSC) on all payments due to suppliers;Verifying financial transactions and reporting status, such as Direct Financial Cooperation (DFC) and Direct Implementation (DI) reports, as well as travel claims, to ensure accuracy and compliance with financial rules and regulations, and the Organization's manual and operating procedures;Organize the administrative preparation of internal and external meetings, including the preparation of business plans in GSM, letters of invitation, cost estimates and travel requests; assist in the preparation of documents; sending materials and liaising with participants and others involved;Perform any other duties that may be assigned by his/her supervisor.
REQUIRED QUALIFICATIONS
Education
Essential: A high school diploma
Desirable: A university degree in business administration, accounting, program management or humanities
Experience
Essential: Five Years of experience in the areas of Finance and Administration in an Agency of the UN System or/and recognized public or private institution.
Desirable: Experience in an Agency of United Nations system or other international or multilateral organization would be an advantage
Skills
Ability to plan, organize,coordinate and use inputs from multiple sources; an ability to express ideas clearly and concisely, both orally and in writing; An ability to conceptualize and perform tasks without much supervision; Ability to provide financial analysis reports using appropriate software; ability to interpret financial rules and regulations; and the ability to create and maintain effective working relationships with people of different nationalities and cultures.
WHO Competencies
Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Use of Language Skills
Essential: Intermediate knowledge of English.
Desirable: Beginners knowledge of Portuguese.
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 USD (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.
Niveaux d'expérience requis :
• 3-5 years
Compétences requises :
• Administrative
