WHO - OSS/LSS Programme Assistant (Fleet)
DESCRIPTION OF DUTIES:
• Brief staff at all levels on budget, financial, administrative, HR and other procedures and practices and monitor the correct use of the WHO Financial Rules and Regulations by staff in their implementation of funds.
• Provide administrative support to the operational planning and development of projects and work plans and assist the Team through the provision of targeted, seamless programmatic, financial and administrative support work along the life-circle of the project(s).
• Verify obligating documents, cross-checking relevant information available from GSM or other on-line systems, ensuring the availability of funds, updating files, and transferring funds as instructed or as delegated; clearance of obligating documents, checking them for completeness, and following-up on missing elements, liquidating obligations and undertaking reconciliation as required.
• Verify expenditures to comply with work plans, financial rules and regulations and award agreements.
• Follow up actions on financial and budgetary matters, acting as admin approver within delegated authority, and coordinate the mid-term reviews and the end of year of biennium closure of accounts exercise for the Team.
• Screen and review various contractual materials, issuing PTAEO numbers, earmarking funds, and verifying and clearing payment requests; prepare appropriate draft contracts for individuals or service providers such as APW’s, and other contract modalities.
• Monitoring the staffing level of the Team, keeping track of all contract extensions and renewals, checking and ensuring that funds are available for the proposed contract and ensure that the renewal of contracts for staff are carried out in a timely fashion, maintaining and updating the HR plan accordingly.
• Prepare routine and ad hoc financial reports using GSM and other related sources of information to assist the Programme Manager in taking appropriate decisions and to ensure that funds are utilized optimally.
• Monitor, and follow-up on programme implementation-levels, drawing the attention of the Programme Manager to problems, inconsistencies delays and other anomalies detected.
• Coordinate and follow-up on the Team`s HR-administrative issues, ranging inter alia from providing HR-related information on rules and procedures to the Programme Manager as well as to staff of the Team; ensure proper management of the HR Plan/HR Action Plan within the workplan; follow-up on actions required on contract issues for staff and non-staff, on-boarding, briefing of new staff; and follow-ups on performance evaluation reports/PMDS issues.
• Check, obligate and clear purchase requests for services and equipment, working in close collaboration with relevant colleagues to ensure that ordered services are appropriate.
• Draft routine and non-routine correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature; analyze incoming correspondence and requests, researching, obtaining and attaching background information where required, or redirecting them as appropriate, drawing the attention of the supervisor or other senior staff concerned; drawing Director’s attention to urgent items and deadlines.
• Oversee the organization of large-scale, high-level, international meetings relating to the work of the Team and coordinating logistics for off-site meetings.
• Act as the Global Administrator for the WHO Fleet Management System (Tracpoint) and coordinate with Fleet Management System provider (TerraMar) and WHO regional and country offices to ensure that all WHO vehicles are equipped and monitored with Vehicle Tracking Systems.
• Provide training and helpdesk support to WHO offices staff to access Tracpoint and install /uninstall VTS.
• Provide regular reports and analysis on status of compliance of WHO offices with WHO road safety and vehicle management policy.
• Coordinate with Service provider (TerraMar) to make projections and reconcile Tracpoint license fees for each WHO office, oversee back charging process and ensure payment of invoices.
• Perform other related duties as required or instructed, including providing support to other areas of work as assigned.
• Completion of secondary school education or equivalent academic qualification.
• Professional certification in areas such as transport and/or logistics operations management.
• Training or knowledge of information management systems and their application to logistics, transport or supply management and monitoring.
• Training in accounting or financial management.
• At least eight years’ experience providing support in the area of administration, accounting or logistics operations in the military, commercial or international organizations/institutions at the national or international levels.
• Prior working experience in managing fleet logistics operations, part of which in emergency or humanitarian situations with international organizations.
• Experience with WHO administrative processes.
• Knowledge of the UN System or NGO work in the field of response relief and/or of their practices and procedures as related to the work.
• Excellent organizational and managerial skills with the ability to multitask, identify and solve problems with little supervision.
• Data analytical skills.
• Proven experience in use of database.
• Excellent interpersonal and administrative skills.
• Respecting and promoting individual and cultural differences
• Ensuring the effective use of resources
• Moving forward in a changing environment
• Expert knowledge of English.
• Intermediate knowledge of French.
• Intermediate knowledge of UN language.
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 HUF 6,704,000 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.