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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.

Click
Here

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: 31^st May 2019

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