OBJECTIVES OF THE PROGRAMME
The Management & Administration Unit of the Health Emergencies Programme is responsible for effective management and administrative support for the emergencies programme and for ensuring that WHO emergency operations are rapidly and sustainably financed and staffed. This consists of the provision of high-quality, predictable administrative services (i.e. HR, Finance, work planning, grant management) to the Emergency Programme, including during emergency response, as well as effective monitoring of (and compliance with) SOPs, leading to continuous improvement and business process excellence. The Programme Assistant reports to the Programme Officer with second level supervision by the Programme Area Manager, Management & Administration (MGA).
The mission of WHO’s Health Emergencies 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.
DESCRIPTION OF DUTIES
Under the supervision of the Administration Management Officer, the Programme Assistant will provide the following support to Managers and staff members
General
1.Administration of staff including orientations on rules and regulations;
Receive and brief new staff members and provide guidance on specific administrative matters:
– Organize and participate to meetings on day-to-day administrative issues;
– Participate to exchanges  related to WHO revised practices and procedures;
Assist in planning budget and HR plan for the hub.
4.Assists international staff with importation, purchasing and registration of their private vehicles and personal effects and initiate arrangements with local custom in collocation with the Operation Officer in the Country office;
Follow-up leave and absence for staff members within the hub.
Procurement and inventories management
Assistant in Procurement forecasting;
–          Assist the hub in preparing their procurement forecasts;
–          Based on the procurement forecast plan, the Assistant provides support in executing related procurement activities and may be asked to participate with or in place of the supervisor at meetings with suppliers or programme units.
Raise or revise request forprocurement of goods and services,
–             This includes initiation of non-staff contracts (Consultant and SSA) as per requests from programmes;
–            Ensures the selected suppliers/contractors list is sent for creating supplier creation.  Proposes, or assists the hub in proposing, justification for the acceptance of offers which are not the most economic.  In case of external service requisitions, the Operations Assistant supports the Manager in evaluating the service request based on WHO policies.
Acknowledge receipt of goods and services in GSM;
Keep/update records of all inventorable items for theWCO;
Manage allocation of office space and equipment to staff members in collaboration with the Administrative Services Team.
Travels and meetings management
Raise and manage meeting plans in GSM;
Raise and manage Travel Requests for meetings and official missions;
Ensure compliance with the Travel Policy;
Manage administrative arrangements for all WCO meetings and official missions and travel plans;
Track the implementation of missions’ recommendations;
Assist in the production of reports, statistics, and/or information material when required;
The incumbent will serve as back up to the team members in similar or different positions within the hub.
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary school education or equivalent technical or commercial/Management education.
Desirable: University degree in Management..
Experience
Essential: 8 years of relevant experience.
Desirable: Experience in administrative support positions in WHO or another UN agency an asset.  Experience in Oracle-based or other ERP systems an asset.
Skills
– Good knowledge of standard operating procedures (SOPs);
– Excellent knowledge of  WHO rules, regulations and practices in terms of administrative and financial management;
– Good Planning capacity;
– Ability  to create and maintain healthy working relationships with people of different nationalities and cultures
WHO Competencies
*1. Communicating in a credible & effective way
*2. Fosters integration and team work
*3. Producing results
Moving forward in a changing environment
Ensuring the effective use of resources.
Use of Language Skills
Essential: Expert knowledge in  English or  French and a working knowledge of the other

Apply via :

tl-ex.vcdp.who.int