L’OMS recrute un Assistant administratif, Kampala, Ouganda
OBJECTIVES OF THE PROGRAMME
The position was established in the organizational structure to provide support forManagers 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 within the ULC Cluster.
DESCRIPTION OF DUTIES
Under the supervision and guidance of the Cluster Lead and in close collaboration with other support structures, the incumbent will perform the following duties: Adapt and implement procedures, in compliance with existing policies and standard operation procedures (SOPs), for the administration, monitoring, control and evaluation of human, financial and material resources processes.Support the planning of general and specific budgetary estimates for WHO activities;ensure the management of funding allocations and awards; track and report onfinancing against budget; support, monitor and report on financialimplementation in compliance with WHO rules, emergency SOPs and delegations of authority. Provide administrative support in the implementation of WHO operations; ensure payments are made to support any planned activities in compliance with rules and procedures.Support in a range of human resources services, including forecasting future needs, facilitating rapid deployment of surge staff and international responders,medical clearance, travel to the relevant duty station and on-site administrative support, de-briefing and performance evaluations of the admin staff. Manage procurement of services and all necessary supplies required for support of the incident management, track inventory, coordinate with logistics and human resources (HR) to provide supplies and equipment to the local response team. Participatein local contract review committees and ensure best value for money in procurement practices as per the delegated authority. Ensure appropriate asset management and provide relevant reports to the management.
REQUIRED QUALIFICATIONS
Education
Essential: Completion of a secondary school education or equivalent technical or commercial education.
Desirable: Training in Accounting, Administration and/or in Management field is desirable.
Experience
Essential: At least 5 years of relevant experience.
Desirable: Experience in administrative support positions in WHO oranother UN agency an asset.
Skills
The incumbent maintains and updates proficiency in the use of modern office technology through of in-house courses, on-the-job training orself-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
Communication
Moving forward in a changing environment
Use of Language Skills
Essential: Expert knowledge of English.
Desirable:
REMUNERATION
WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at UGX 58,172,000 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.
ADDITIONAL INFORMATION
- This vacancy notice may be used to fill other similar positions at the same grade level
- Only candidates under serious consideration will be contacted.
- A written test may be used as a form of screening.
- In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
- According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
- Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
- For information on WHO’s operations please visit: http://www.who.int.
- The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
-
-
- The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (
https://www.who.int/careers/diversity-equity-and-inclusion
- )are strongly encouraged to apply for WHO jobs.
-
-
-
- Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to
-
- An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
- WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
- WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
- WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
- The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
- This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
- In case the website does not display properly, please retry by: (i) checking that you have the latest version of the browser installed (Chrome, Edge or Firefox); (ii) clearing your browser history and opening the site in a new browser (not a new tab within the same browser); or (iii) retry accessing the website using Mozilla Firefox browser or using another device. Click the link for detailed guidance on completing job applications: Instructions for candidates
Purpose of the Post:
Under the supervision of the Cluster Lead, Universal Health Coverage Life Course (ULC) Cluster, and general guidance of the Operations Officer and the WHO Representative, the incumbent will provide administrative support in the ULC Cluster. She/he will coordinate actions with other staff in the cluster in consultation and collaboration with other relevant clusters and units.
Objectives of the Programme and of the immediate unit or field activity
The Position was established in the organizational structure to provide support for 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 within the ULC Cluster.
Organizational context
Under the supervision and guidance of the Cluster Lead and in close collaboration with the technical officers in the ULC cluster, the administrative assistant will provide administrative support to the team.
Work is assigned with general or specific instructions and performed in accordance with WHO e-Manual, financial rules, regulations and procedures. The incumbent seeks clarification from the originator and/or guidance from the supervisor. Work is controlled for meeting expectations and compliance with instructions, procedures and meeting deadlines. Financial reports, budgetary documents and statements are reviewed for accuracy.
The incumbent may be called upon to provide briefing to staff on WHO financial and administrative procedures and practices, and on other specific procedures.
Summary of Assigned Duties
Under the supervision and guidance of the Cluster Lead and in close collaboration with other support structures, the incumbent will perform the following duties:
1. Adapt and implement procedures, in compliance with existing policies and standard operation procedures (SOPs), for the administration, monitoring, control and evaluation of human, financial and material resources processes.
2. Support the planning of general and specific budgetary estimates for WHO activities; ensure the management of funding allocations and awards; track and report on financing against budget; support, monitor and report on financial implementation in compliance with WHO rules, emergency SOPs and delegations of authority.
3. Provide administrative support in the implementation of WHO operations; ensure payments are made to support any planned activities in compliance with rules and procedures.
4. Support in a range of human resources services, including forecasting future needs, facilitating rapid deployment of surge staff and international responders, medical clearance, travel to the relevant duty station and on-site administrative support, de-briefing and performance evaluations of the admin staff.
5. Manage procurement of services and all necessary supplies required for support of the incident management, track inventory, coordinate with logistics and human resources (HR) to provide supplies and equipment to the local response team.
6. Participate in local contract review committees and ensure best value for money in procurement practices as per the delegated authority.
7. Ensure appropriate asset management and provide relevant reports to the management.
8. Facilitate processing of financial transactions and follow liquidation as appropriate.
9. Compile support documentation of disbursements done through Direct Implementations (DI) Purchase orders and submit to relevant offices for necessary actions.
10. Ensures proper administration of physical facilities and office arrangement for team members including office equipment, furniture and supplies for the office.
11. Provides administrative support to the team members including processing of correspondences; requisition of office supplies and inventory; maintaining a filing system.
12. Maintains a database including contact information of counterparts, resource persons and supervisors from the regions
13. Perform any other incident-specific related duties, as required by the functional supervisor(s).
Competencies: Generic. Describe the core, management or leadership competencies required – See WHO enhanced competency model:
List in order of priority, commencing with the most important ones. (*=minimum 3 competencies)
*1) Communication
*2) Producing Results
*3) Teamwork
4) Moving forward in a changing environment
Functional/Technical Skills and Knowledge (Describe skills and knowledge specific to the post):
- The incumbent maintains and updates proficiency in the use of modern office technology through of 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.
Education (Qualifications):
Essential: – Completion of secondary school education or equivalent technical or commercial education.
Desirable: – Training in Accounting, Administration and/or in Management field is desirable.
Experience:
Essential: – At least 5 years of relevant experience.
Desirable: – Experience in administrative support positions in WHO or another UN agency an asset.
Languages
Essential: Excellent knowledge of English:
Read: Expert Knowledge
Write: Expert Knowledge
Speak: Expert Knowledge
Desirable: Working knowledge of French or another WHO official language would be an asset.
Other Skills (e.g., IT): Experience in Microsoft Office excel, Oracle-based or other ERP systems an asset.