Background
The WHO for the West Bank and Gaza aims at promoting the health of all Palestinian people by improving health sector performance based on equity, effectiveness and sustainability, as well as by addressing the broader social, economic, environmental and cultural health determinants.
The purpose of the post is to provide a variety of secretarial/administrative work for the assigned projects: coordinating, monitoring and administrating the efficient daily running of the Country Office and support of project/programme activities. ensuring that effective WHO country presence is established to implement WHO country cooperation strategies that are aligned with Member State’s health and development agendas, and harmonized with the United Nations country teams.
Organizational context :
Under the direct supervision of the Team Leader and general guidance of the Head of WHO Sub- Office work is performed in a typical office environment. Work is assigned by supervisor who gives instructions on nonroutine matters. Routine tasks are performed independently. Work is reviewed upon completion for overall accuracy, timeliness, and attainment of objectives. Established guidelines are available and work environment is reasonably well structured. However, there may be unusual situations in which the incumbent may be required to interpret existing procedures to develop a particular course of action.
Duties and Responsibilities
The incumbent will perform the following duties:
- Provide full administrative support to the assigned programme. Draft, review and revise correspondence, reports and documents for proper format and content in consultation with the supervisor. Independently compose correspondence of administrative nature, take notes at meetings, provides informal interpretation/translation when required;
- Prepare and process travel requests for team members using GSM, arrange for visa issuance, security clearance, flight and hotel bookings, follows up travel related issues of national and international missions;
- Scan, record, refer and follow up correspondence and documents, evaluate the urgency or critical nature bringing them to the attention of the responsible staff. Inform and remind responsible staff of follow-up dates, response or specific actions, supplying supporting material as appropriate;
- Using GSM, monitor aspects of the implementation of country activities, funds for project/programme budget levels and financial expenditures, according to the approved country workplan. Initiate and process different transactions in GSM, including procurement of goods and services. Follows up with concerned parties the receipt of deliverables and finalization of payments;
- Compile background material for planning, monitoring and evaluation (including mini review) exercises. Maintain and update the filing of technical documents and correspondence (soft/hard copies and databases if applicable). Create background reference material as appropriate; access and retrieve relevant material;
- Finalize all administrative and logistics preparations required for the organization of meetings held in the country (working groups, seminars/courses, workshops) and pay per diem to participants as appropriate (if needed);
- Respond to and act on telephone enquiries in a timely manner. Assess the critical nature of technical issues and direct them to appropriate staff for reply, coordinate appointments for supervisors, establish and maintain a proper computerized information system on MOH and UN counterparts, WHO Collaborating Centres, etc.
- Brief colleagues on general office administrative process. Assist/replace administrative staff in the team and perform other related duties as required. Participate in field visits, if required.
- Assist in Administering the E-Imprest and process payments related to staff and non-staff costs, purchase orders, GES, LoA ..etc.
- Assist in Initiating, verifying, ensuring accuracy in calculations, attach necessary supporting documents/ invoices, approvals and authorizations, receipts of payments.
- Assist in recording and processing all expenses and receipts in a timely manner.
- Assist in preparing payment transfers lists to be shared with the bank.
- Assist in maintaining an updated payments list for all paid invoices and maintaining a proper filing system. Ensure compliance with financial procedures, systems, and internal controls according to Global Management System (GSM) instructions and WHO rules and regulations.
Competencies
Skills / Technical skills and knowledge:
Competencies: Generic
1. Teamwork
2. Respecting and promoting individual and cultural differences
3. Communication
4. Knowing and Managing yourself
5. Moving forward in a changing environment
Functional Knowledge and Skills
1. Good filing and organizational skills.
2. Ability to maintain good working relationships with staff, experts, and visitors.
3. Demonstrated ability to translate routine correspondence into English.
4. Very good time management and stress management skills.
5. Knowledge of WHO rules, manuals, practices, procedures and WHO Style Guide applicable to the administrative level an asset.
6. Very good knowledge of Microsoft applications.
7. Knowledge of ERP/Oracle applications is an asset
Required Skills and Experience
EDUCATIONAL BACKGROUND
Education Qualifications
*Essential
Completion of secondary education supplemented by secretarial training.
Desirable
University degree in business administration, social sciences or related field is an asset.
PROFESSIONAL EXPERIENCE AND KNOWLEDGE
- Experience required
*Essential
At least five years’ progressive administrative experience.
Desirable
Relevant experience in the UN system.
LANGUAGE SKILLS
Excellent knowledge of English and Arabic. French is an asset.
To Apply:
Contract Type: LICA
Contract level: Gs-5
Applications must be submitted by 06-Feb-2023 to http://jobs.undp.org
Applications must be in English and include your CV.
Only Palestinians are eligible to apply.
WHO HAS A NON-SMOKING WORK ENVIRONMENT