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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.
  • 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.
  • 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

For more of the latest jobs, please visit http://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline

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