16945
Finance & Administrative Assistant- G5
WHO | World Health Organization
Syria
Damascus
Finances/Accountancy - Humanitarian/Disasters
Full time
Not Specified
Baccalaureate
THE SUCCESSFUL CANDIDATE WILL:
ADMINISTRATION.
1. Provide a full range of secretarial services, ensuring that deadlines are met and correspondence and queries are responded to in a timely manner. Type and edit technical reports, documents and presentations in accordance with WHO style, draft general correspondence on own initiative or upon instructions.
2. Receive, screen and process incoming correspondence and requests, obtain and attach background information and forward to the staff concerned; draw their attention to specific issues/problems as necessary.
3. Make necessary arrangements for field visits and duty travel of team members, consultants and visiting missions, follow up on ticket and hotel reservations, security clearances, and process travel requests in GSM.
4. Assist in organizing meetings, workshops and training activities, by typing documents and presentations, sending letters to participants, photocopying and preparing files; follow up with logistics units regarding arrangements. Provide secretarial support during meetings.
5. In close coordination with the Administration/Finance unit, process all requests related to programme activities, such as procurement of goods and services, DFC, APWs, fellowships, consultants, etc. obtain necessary approvals and initiate action in GSM. Follow up with concerned parties the completion of deliverables and payments.
FINANCE
6. Initiate, verify and process financial transactions and payments for WRO office and sub- offices pertaining to staff and non-staff costs, purchase orders, local purchases, Imprest, DFC’s, GES etc, based on authorizations received. Monitor Imprest GL’s ensuring accuracy of financial data, adequacy of supporting documents and maintenance of proper accounting records.
7. Prepare appropriate payment schedules for direct implementation activities (workshops, trainings etc) and in close collaboration with finance unit administer payment. Close financial transactions related to direct implementation activities by collating all necessary supporting documentation and preparing a summary financial report.
8. Provide programme managers with the required information and regular updates on purchase order balances to facilitate the preparation of budgetary estimates for activities.
9. Replace and assist other colleagues in the team and perform other related financial and administrative duties as required.
ADMINISTRATION.
1. Provide a full range of secretarial services, ensuring that deadlines are met and correspondence and queries are responded to in a timely manner. Type and edit technical reports, documents and presentations in accordance with WHO style, draft general correspondence on own initiative or upon instructions.
2. Receive, screen and process incoming correspondence and requests, obtain and attach background information and forward to the staff concerned; draw their attention to specific issues/problems as necessary.
3. Make necessary arrangements for field visits and duty travel of team members, consultants and visiting missions, follow up on ticket and hotel reservations, security clearances, and process travel requests in GSM.
4. Assist in organizing meetings, workshops and training activities, by typing documents and presentations, sending letters to participants, photocopying and preparing files; follow up with logistics units regarding arrangements. Provide secretarial support during meetings.
5. In close coordination with the Administration/Finance unit, process all requests related to programme activities, such as procurement of goods and services, DFC, APWs, fellowships, consultants, etc. obtain necessary approvals and initiate action in GSM. Follow up with concerned parties the completion of deliverables and payments.
FINANCE
6. Initiate, verify and process financial transactions and payments for WRO office and sub- offices pertaining to staff and non-staff costs, purchase orders, local purchases, Imprest, DFC’s, GES etc, based on authorizations received. Monitor Imprest GL’s ensuring accuracy of financial data, adequacy of supporting documents and maintenance of proper accounting records.
7. Prepare appropriate payment schedules for direct implementation activities (workshops, trainings etc) and in close collaboration with finance unit administer payment. Close financial transactions related to direct implementation activities by collating all necessary supporting documentation and preparing a summary financial report.
8. Provide programme managers with the required information and regular updates on purchase order balances to facilitate the preparation of budgetary estimates for activities.
9. Replace and assist other colleagues in the team and perform other related financial and administrative duties as required.
Education and Skills:
Essential:
Completion of secondary education supplemented by secretarial/administrative training
Desirable:
University degree in business administration, social sciences or related field is an asset.
Experience:
Essential:
At least 5 years progressive experience in secretarial/financial/administrative work
Desirable:
Related experience in the UN system.
Essential:
Completion of secondary education supplemented by secretarial/administrative training
Desirable:
University degree in business administration, social sciences or related field is an asset.
Experience:
Essential:
At least 5 years progressive experience in secretarial/financial/administrative work
Desirable:
Related experience in the UN system.
Competencies:
Communication in an effective and credible way
Producing results
Fostering Integration and team work
Knowing and managing oneself.
Functional Skills:
Good knowledge of pertinent WHO procedures and established rules.
Good drafting skills.
Good analytical skills.
Basic knowledge of accounting/financial principles.
Sound organization skills.
Stress and time management skills.
Other Consideration:
- Ability to operate PC and good knowledge of Microsoft applications
- Knowledge of GSM/Oracle applications is an asset.
Communication in an effective and credible way
Producing results
Fostering Integration and team work
Knowing and managing oneself.
Functional Skills:
Good knowledge of pertinent WHO procedures and established rules.
Good drafting skills.
Good analytical skills.
Basic knowledge of accounting/financial principles.
Sound organization skills.
Stress and time management skills.
Other Consideration:
- Ability to operate PC and good knowledge of Microsoft applications
- Knowledge of GSM/Oracle applications is an asset.
As per UN salary scale
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.
1
Oct 16, 2018
Oct 31, 2018
English