Administrative Assistant, Position number 375540

Syria

Finances/Accountancy - Administrative

Not Specified

ADMINISTRATION
1. 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/programmes for action as necessary.
2. 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.
3. 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.
4. Coordinate and monitor office space requirements.
MEETINGS/PROTOCOL
5. Oversee the administrative preparation for meetings, seminars, workshops.
6. Disseminate information on administrative procedures to GS staff in the team and assist staff in adhering to WHO administrative procedures.
7. Internal Vacancy Notice for WHO staff only
HUMAN RESOURCES
8. Supervise the monitoring of the leave and attendance records.
9. Serve as the focal point on all HR related issues for the sub office
10. Monitor staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff
11. Provide information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
PROCUREMENT
12. 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.
13. Initiate, through Oracle/GSM procurement module, requisitions for goods procurement, and monitor and receipt of deliverables.
14. Monitor requests for goods and services, including receipt, payment and inventory requirements.
BUDGET/FINANCE
15. Provide expert assistance in the preparation and development of the unit's work programme and budget.
16. Assist in monitoring budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and suggests reallocations of resources and implements the reallocations as necessary.
17. 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.
18. 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)
19. Collect data from relevant databases and prepares customized financial reports.
20. Provide assistance in the review, and preparation of the medium-term plan and its revisions.
21. 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
22. Monitor income and expenditures for planning purposes as well as assist in the preparation of financial and technical progress reports for sub offices.
23. 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
24. 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
25. Ensure all travel requests authorized are compliant with UN travel rules: Approval of Travel Requests as designated by delegation of authority.
26. Review, maintain records and ensure prompt reporting on travel related statistics; Supervise and review travel authorizations by travel assistants; Act as knowledge base for Secretariat rules governing travel; Confirm invoices raised for travel and shipping are as per travel authorization.
27. Focal point for reporting on travel, shipping and visa at WHO monthly, quarterly and annual reports.

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

Competencies:
WHO global Competencies model at http://www.who.int/employment/WHO_competencies_EN.pdf?ua=1
1) Communicating in a credible and effective way
2) Fostering integration and teamwork
3) Producing results
4) Setting an example
5) Knowing and managing yourself

Other Consideration:
-Excellent knowledge of Microsoft Office
-Knowledge and ability to operate ERP systems is an asset

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.

Jun 14, 2017

English