ASSISTANT TO TEAM (HQ/13/HSS/FT169)

4 December 2016
 
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The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No: HQ/13/HSS/FT169
 
Title: Assistant To Team
 
Grade: G5
 
Contract type: Fixed-term Appointment
 
Duration of contract:  1 year
 
Date: 6 May 2013
 
Application Deadline: 24 May 2013 Vacancy Filled
 
Duty Station:  Geneva, Switzerland
 
Organization unit:
HQ/PQM Prequalification of Medicines Programme
 
Description of duties:
70% ACTS AS FOCAL POINT FOR PQPs WORKPLAN (budget and finance aspects) AND ACT AS FOCAL POINT FOR PQP WITH THE DIRECTOR'S OFFICE ON ALL FINANCIAL ISSUES FOR PQP:
- Provides assistance to the Liaison Officer, the Manager of PQP and the Coordinator, QSM in financial planning, management, reporting to donors and expenditure analysis;
- Monitors expenditure and implementation rates on awards in GSM and alerts the Liaison officer, the Manager of PQP and the Department's Finance Assistant of any necessary budgetary changes;
- Identifies PTAEO's for secretarial staff and verifies availability of funds in accordance to the workplan and donor agreements;
- Provides regular financial reports on activities and salaries to the Coordinator of QSM, Manager of PQP and the Liaison Officer and presents these data as necessary in the PQP Managers Meeting which the incumbent attends on a monthly basis;
- Provides guidance to PQP in the application of WHO financial procedures;
- Drafts documentation for the receipt of contributions, creation of awards, invoicing, award distribution requests (transferring funds from WHO Headquarters to the Regions) and expenditure batches;
- Monitors regional expenditure in accordance with award end dates;
- Creates/maintains tracking systems for all contractual documents in PQP in order to ensure timely payment and advise the secretarial staff on contract payments in delay and any necessity to liquidate or reduce PO Numbers avoiding unnecessary encumbrances and to facilitate liquidations at the end of contributions and WHO biennium's;
- Provides advice to the team concerning all obligating documents and reviews all these documents including Travel Authorizations and Agreement for Performances of Work for accuracy and accordance to WHO rules;

25% ADMINISTRATIVE SUPPORT TO THE PROGRAMME:
- Manages administrative support to PQP which currently comprises of 13 professional staff and 9 general service staff;
- Provides feedback to PQP Manager on General Staff PMDS appraisals and is the first level supervisor to one G2 staff member;
- Holds regular G-staff meetings as a forum to exchange ideas and problematic issues and takes any issues further to the Prequalification of Medicines Managers Meeting or the Coordinator, QSM as necessary;
- Responds to ad hoc queries from the teams secretarial staff concerning WHO rules and regulations and GSM issues;
- Attends the monthly Prequalification of Medicines Managers Meeting and relevant Team meetings;
- Makes recommendations on how administrative support is provided to the professional staff;
- Provides guidance and ensures even distribution of work;
- Coordinates and monitors the workload of the support staff and follows-up where appropriate;
- Meets with and interviews prospective new temporary general staff for the Programme as and when necessary;
- In relation to general staff management, liaises with the Coordinator, QSM and QSM's Technical Assistant;
- Edits and finalizes drafts of technical correspondence, training materials, documents and reports, as well as correspondence prepared by the team for correct language, grammar and spelling, ensuring adherence to WHO procedures;
- Evaluates, maintains and improves the teams filing and reference systems to ensure effective staff access to information;
- Creates and maintains tracking documents concerning administrative and financial issues;
- Prepares APWs and costings as necessary for the support of the Programme;
- Responds to general telephone enquiries and emails to the generic email address requesting information on PQP referring to the relevant technical officer or Coordinator, QSM as necessary;
- Prepares correspondence of a non-technical nature in final form in English and French, often on own initiative or on brief instructions;

5% ACTING AS BACK-UP TO THE TEAMS TECHNICAL ASSISTANT INCLUDING:
- Advising the Coordinator, QSM on any financial queries and any ad hoc queries from the rest of the QSM team including providing PTAEOs;
- Liaising with the Departments Programme Assistant and the HR Focal point on Human Resource issues and the creation of contracts;
- White Pages Administrator;
- Reviewing all official correspondence for accuracy and adherence to WHO rules and house style for the signature of the Coordinator, QSM.
REQUIRED QUALIFICATIONS
Education:
Education
Completion of secondary school education or equivalent.

Desirable
Additional relevant higher education an advantage. Formal secretarial, commercial or administrative training. Proficiency in the use of standard office software such as MS Excel, Word, PowerPoint and internet applications.
Skills:
Computer literacy - in particular Excel, Back-up White Pages Administrator. Use of WHO Financial Rules and Regulations and WHO Style and Editorial Guide. Updating is achieved by internal training courses. The incumbent is expected to be up to date on changes and office technology by self-study and in-house training courses.
Experience:
Essential
A minimum of five years of progressive experience in administrative positions, ideally a number of which in WHO or another UN Agency.
Languages:
Required for the post: expert knowledge of English or French with intermediate knowledge of the other.
Additional Information:
Other similar positions at the same level may be filled from this Vacancy Notice. This vacancy is published in English only. This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of Geneva. Priority will be given to internal candidates.
Annual salary: (Net of tax)
CHF 75'093 at single rate

This vacancy notice may be used to fill other similar positions at the same grade level.

Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.

Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.

Vacancy Filled

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