PROGRAM ASSISTANT (AFRO/14/FT364)

2 July 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: AFRO/14/FT364
 
Title: Program Assistant
 
Grade: G7
 
Contract type: Fixed-term Appointment
 
Duration of contract:  Initially for one year
 
Date: 11 July 2014
 
Application Deadline: 19 September 2014 Vacancy Filled
 
Duty Station:  Addis Ababa, Ethiopia
 
Organization unit: AF_SSR AF South-East Sub-Region (AF_SSR) /
AF_ETH Ethiopia (AF_ETH)
 
OBJECTIVES OF THE PROGRAMME :
To strengthen World Health Organization (WHO) presence in policy dialogue, strategic planning and health sector development agenda in line with the global development initiatives and the need for effective community involvement.
Description of duties:
Under the supervision and guidance of the cluster team leader and in close collaboration with the Administration team and other support structures, the incumbent provides support in the following areas:

1. Performs overall coordination of cluster administrative and support services; Supervise the work of the admin support team within the cluster, assign duties and monitor performance;

2. Ensures compliance with organizational rules and procedures on all administrative and financial matters and transactions; undertake regular briefing sessions for cluster team members.

3. Assists cluster team members in the liquidations of WHO funds advanced to Government counterparts in line with the WHO Financial rules and regulations; Monitors the implementation of Direct Financial Contributions (DFCs) to Government, including the financial and technical reporting. Ensures the smooth functioning of the Global Management Service (GSM) workflow process at the cluster level, including organizing regular briefings for staff members.

4. Provides coordinating support in preparation of cluster related meetings and seminars. Maintain a central list of trainers/resource people and supervisors from the regions and federal institutes and collate all background documentation related to the activities. Assist with logistical arrangements as appropriate (i.e. arrange note taking, coordinate preparation of minutes and reports, and arrange for translation/interpretation).

5. Ensures proper administration of physical resources and office arrangement for team members including vehicle, office equipment, furniture and supplies and produce status report on a regular basis.

6. Assists and compile requests for the procurement of goods and services; acknowledge receipt of goods and services including the maintenance and updating of the cluster inventory on non-expendable items.

7. Assists the HR in Leave administration for the cluster team members; Keeping track of contract renewals of team under the cluster and takes action accordingly; Compilation of Performance Management Development System (PMDS) of cluster team members; Processing of periodic medicals; Processing of temporary recruitment and selection; Processing of separations

8. Provides admin support to the team members of the cluster including Processing of correspondences; Travel arrangements; Meeting arrangements; Processing of stationery requirements and its inventory; Maintaining a filing system.

9. Compiles inputs to create and update cluster workplans in GSM; regular review of planned costs against workplan funding and award budgets.

10. Completes Award Activation, Distribution and Amendment requests.

11. Monitors the utilization of award budgets against expenditures, award distributions against approved project funding and PB allocations.

12. Provides support to staff in initiating Travel Requests (TRs) and advising on Travel Claim (TC) submissions with orientations on supporting documentations and Records Management (RMS) nomenclature.

13. Assists in monitoring and reviewing position costs and staff costs.

14. Follows up on cancellation of encumbrances on activities.

15. Performs any other related duties, including providing support to other areas of work, and the WHO country Office, as assigned.
REQUIRED QUALIFICATIONS
Education:
ESSENTIAL:

Completion of secondary education or supplemented by technical training or university courses in the field related to the work of the organization.

DESIRABLE:

First degree in Business Administration/ Accounting/ Social Sciences or related field would be an advantage.
Additional training in Financial, Human and material resources management is an asset.
Training in, or sound knowledge of administrative procedures.

Training in, or sound knowledge of administrative procedures.
Skills:
Thorough knowledge of administrative skills including modern office procedures, ideally with training in online work planning and financial systems.
Knowledge of the UN administrative and financial rules
Coordination and planning skills
Ability to use commonly applied computer software packages.
Proficiency in the use of standard office software such as MS Word, Power Point, Excel, Access etc.


COMPETENCIES:

- Producing results
- Communicating in a credible and effective way
- Knowing and managing yourself
- Fostering integration and team work

Experience:
ESSENTIAL:

10 to 15 years of work experience .
5 years of responsible work in program support, finance, human resources, logistics and general office administration

DESIRABLE:

Experience in administrative support positions in WHO or other UN agency is an asset.
Experience in Oracle-based or other ERP systems is advantageous
Experience in staff supervision
Languages:
Good knowledge of English and Amharic. Knowledge of other official UN and local languages would be an advantage.
Additional Information:
 Annual remuneration: USD 15,060 Payable in ETB

 Only candidates under serious consideration will be contacted. Please provide your cellphone number and valid e-mail address.

 Applicants within government employment and/or with outstanding obligations will not be considered unless a letter of release is produced.

 Long-listed candidates may be contacted to sit a written test or presentation prior to final short-listing. This does not preclude a written test or presentation prior to final interview.

 Interviews will take place using a competency-based approach.

 Note! Only applications from nationals of ETHIOPIA will be accepted.
Please REFRAIN from applying if you are not ETHIOPIAN NATIONAL


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

A written test and interviews may be used as a form of screening

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.

WHO is committed to workforce diversity.
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

This vacancy is shown for viewing only. It is not currently open for applications
 
 
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