UN Admin Jobs – Programme Assistant at World Health Organisation (WHO)

Job
Title:         Programme Assistant 
Organisation: World
Health Organisation (WHO)
Duty Station: Kampala,
Uganda
Annual Salary: UGX 62,060,000 /=
About US:
The World Health
Organisation (WHO) is the directing and coordinating authority for health
within the United Nations (UN) 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.
Job Summary:  The Programme Assistant will provide support to
Managers and staff to fully assume their responsibilities in the GSM
environment and to ensure compliance with organizational policies, procedures,
rules and regulations on all administrative and financial matters and
transactions in the context of an Enterprise Resource Planning (ERP) system.
Key Duties and Responsibilities: 
  • Collects information mainly from records and reports and prepares
    periodic ad-hoc reports on programme and project activities;
  • Organizes data and information, prepares and maintains records,
    documents and control plans for the monitoring of project/programme
    implementation;
  • Contributes to the preparation of reports, project documents and
    submissions to Governments by providing information, preparing tables and
    drafting relatively routine sections.
  • Prepares background information for use in discussions with
    Governments and other organizations.
  • Participates in the briefing and debriefing of project personnel;
  • Scrutinizes plans of operations, exchanges of letters and takes
    appropriate follow-up action.
  • Assists in the administrative processing of government requests for
    assistance;
  • May be required to carry out specific administrative
    operation/control tasks for project/programme activities;
  • Coordinate and monitor office space requirements in liaison with
    relevant units as required.
Correspondence
  • Draft general or administrative correspondence on own initiative or
    on the basis of instructions; finalize correspondence/reports for
    signature/clearance.
  • Verify that outgoing correspondence is presented in accordance with
    WHO and department styles and checking language, grammar and accuracy
    prior to submitting for signature and clearance.
  • Ensure that technical reports and documents are in line with WHO standards,
    rules, practices and procedures, editing and correcting them as necessary
    prior to their submission for signature or clearance of relevant
    authority.
  • Using appropriate tracking tools, follow-up on and ensure that
    target dates and deadlines are met, and that correspondence and queries
    are responded to in a timely manner.
Finance
  • Submits payment request to GSC and monitors payments against
    invoices and receipts
  • Prepare requests to the Medical Officers for Award creation and
    distribution, supplier creation, PO closure, certified financial
    statements
Information
Management
  • In close collaboration with other support staff, create and/or
    maintain filing systems; continual review of filing system to ensure
    information is up to date and effectively and efficiently used.
  • Obtain documents and information from in-house and external sources
    as required; perform information searches (library, internet) as
    requested.
Meeting
Administration:
  • Arrange and coordinate preparation for meetings, seminars,
    workshops, including: preparing event plans in GSM/Oracle, letters of
    invitation, cost estimates and travel requests; assisting with preparation
    of documents; dispatching of materials and liaising with participants and
    others involved.
  • Prepare presentations using PowerPoint and other software packages
    on own initiative or on the basis of instructions.
  • Schedule team meetings, according to schedules and need; taking
    minutes and following up on action points to ensure timely response to the
    requests of the Director and preparation of minutes.
  • Obtain briefing and background materials for meetings, seminars,
    workshops, etc. to be attended by the team’s professional staff, checking
    their availability and ensuring they have the appropriate briefing files
    and documents.
Procurement and
Travel
  • Raising registrations and TRs in the GSM system for the Medical
    Officers
  • Follow up on the receipts of the goods/services and enter the
    receipts in the system
  • 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.
Other Duties: Perform other related duties as required or
instructed, including providing support to other areas of work



Qualifications, Skills and Experience:
  • The ideal candidates for the United Nations World Health
    Organization (WHO) Programme Assistant job should have completed secondary
    school education or equivalent technical or commercial education.
  • Desirable: Training in finance, procurement, secretarial tasks
    and/or in an administrative field is desirable.
  • A minimum of eight years of relevant working 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.
  • The incumbent maintains and updates proficiency in the use of modern
    office technology through in-house courses, on-the-job training or
    self-training.
  • He/she keeps abreast of changes in procedures and practices, rules
    and regulations, organizational structure, in the department, the cluster
    and WHO, to be able to brief others and explain procedures.
WHO Competencies
  • Teamwork
  • Respecting and promoting individual and cultural differences
  • Communication
  • Use of Language Skills
  • Essential: Expert knowledge of English.
  • Desirable: Beginners knowledge of French.
How to Apply:
All candidates who
so desire to join the United Nations World Health Organisation (WHO) by sending
their online applications to enable WHO to store their personal profiles in a
permanent database. Visit WHO’s e-recruitment website below and follow the
instructions for online application procedures.
NB: 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.
Deadline: 31st May 2019
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