Job ID
12270

Job Title
Finance and Administration Assistant

To work for
WHO | World Health Organization

Country
Syria

City
Homs

Field of Work
Finances/Accountancy - Administrative

Job Type
Full time

Military service
Not Specified

Minimum Education Level
Baccalaureate

Responsibilities
GENERAL
• Ensure that correspondence/documents submitted for the head of office’s clearance/signature are prepared according to WHO rules, practices and procedures, redrafting/correcting and returning to departments/programs for action as necessary.
• Analyze all incoming matters in the light of background material, instructions, policies and precedents; research and attach background documentation in anticipation of head of offices questions and information needs.
• Oversee and monitor the information flow in head of offices, screening, sorting, analysing and identifying and highlighting areas in both incoming documents and background information areas requiring action.
• Coordinate and monitor office space requirements.
MEETINGS/PROTOCOL
• Oversee the administrative preparation for meetings, seminars, workshops.
• Disseminate information on administrative procedures to GS staff in the team and assist staff in adhering to WHO administrative procedures.
HUMAN RESOURCES
• Supervise the monitoring of the leave and attendance records.
• Serve as the focal point on all HR related issues for the sub office
PROCUREMENT
• Initiate, through Oracle/GSM procurement module, contracts for Consultants, Agreements for Performance of Work (APW), Technical Services Agreements (TSA), and General External Services (GES) requests. Monitor and record receipt of deliverables, and initiate and monitor payments as needed.
• Initiate, through Oracle/GSM procurement module, requisitions for goods procurement, and monitor and receipt of deliverables.
• Monitor requests for goods and services, including receipt, payment and inventory requirements.


BUDGET/FINANCE
• Ensure that the head of office is provided with timely budget information on project and task budget ceilings, award budgets, expenditure, and funds available, as required.
• Monitor income and expenditures for planning purposes.
• Assist in the preparation of financial and technical progress reports for sub office.
• Administer the E-Imprest system. Ensure proper implementation of financial procedures, systems and internal controls according to Global Management System (GSM) instructions and WHO rules. Select and enter data from variety of documents, ensure accuracy in calculations and attach necessary supporting invoices or receipts of payments and payment authorizations.
• Record all expenses and receipts in the E-Imprest and reflect it in the GSM in a timely manner. Monitor the unposted items in the cash book and take necessary steps to clear them in coordination with Global Service Center (GSC).
• Reconcile sub office cash books and justify any difference in reconciliation; prepare cash counts and to reconcile with the cashbooks on a monthly basis
TRAVEL
• Using GSM/Oracle, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative


Qualifications
Education and Skills:
Essential: Completion of secondary school education or equivalent commercial school
Desirable: Training in United Nations' Protocol. Higher education

Experience:
Essential: At least 10 years’ experience in senior secretarial or administrative positions, out of which several years' experience in senior secretarial/administrative positions in WHO.

Desirable: Experience in administrative support positions in WHO or another UN agency. Experience in Oracle-based or other ERP systems.



Specific Vacancy Requirements
Requirements Functional Skills:
• Ability to train other staff on administrative matters.
• Good analytical, planning and sound organizational skills
• Stress and time management skills.
• Knowledge of WHO systems, procedures and practices is an asset

Languages: Very good knowledge of written and spoken English and local language.

Competencies: • Communicating in a credible and effective manner:
• Producing Results
• Fostering Integration and Teamwork.
• Knowing and managing oneself.
• Moving forward in a changing environment.


Salary and Benefits
Grade: G7
Annual Salary (Net of Tax): USD 21,356
Closing Date for Application: May 4th, 2017

About us
WHO is the directing and coordinating authority for health within the United Nations system. It is responsible for providing leadership on global health matters, shaping the health research agenda, setting norms and standards, articulating evidence-based policy options, providing technical support to countries and monitoring and assessing health trends.

Required employees number
1

Posted On
Apr 20, 2017

Expiry Date
May 05, 2017

CV Language
English




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