Position: Programme Assistant-G.05_SSA_Dodoma - (1905216)
Grade: No grade
Contractual Arrangement: Special Services Agreement (SSA)
Contract duration: N/A
Job Posting: Nov 13, 2019, 1:29:28 PM
Closing Date: Dec 5, 2019, 1:59:00 AM
Primary Location: Tanzania, United Republic of-Dar-es-Salaam
Organization: AF_TZA Tanzania
Schedule: Full-time
IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device's system settings.
Recommended:
Free
CV Writing and Download, Cover/Job Application Letters, Interview
Questions and It's Best Answers plus Examples. Click Here
Purpose of the Position
As
Administrative Assistant at the hub office, the incumbent will
coordinate administrative support services in the field office and
ensure the adequate administrative services at the hub.
Job Description
Objectives of the Programme and the immediate Strategic Objectives
Country
Management Support Units (CSU) have been established in the
organisational 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
in the context of an Enterprise Resource Planning (ERP) system.
Organizational
context (Describe the individual role of the incumbent within the team,
the guidance and supervision received and training or briefing provided
to others)
The incumbent works on the basis of general
instructions, own experience and precedents, following WHO or
Administrative specific procedures and practices, rules and regulations,
to ensure smooth work flow in the team/department. The incumbent is
encouraged to seek guidance for unusual issues. Most of the work is
controlled for correctness and appropriateness by the incumbent. Work
is reviewed on an ad hoc basis by supervisors for meeting expectations
and overall quality; correspondence is signed or cleared by originator.
The incumbent is relied upon to brief colleagues on WHO CO specific
administrative procedures and practices.
Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives)
- Assist to provide a proper control of the supporting documents for payments and financial reports; compilation of returns on funds disbursed to the regional health bureau.
- Facilitate with follow-up of Direct Financing Corporation (DFC) returns due from the regional health Bureau.
- Facilitate processing of financial transactions and follow liquidation as appropriate. Compile support documentation of disbursements done through Direct Implementations (DI) Purchase orders and submit to central office.
- Assists with coordination of procurement of goods and services for regional office in liaison with the central Logistics unit. Compiles requests for the procurement of goods and services; acknowledge receipt of goods and services.
- Drafts correspondence on own initiative or based on instructions; or redirecting them as appropriate, drawing the attention of the supervisor or other staff concerned.
- Ensures proper administration of physical facilities and office arrangement for team members including office equipment, furniture and supplies for WHO office at the region.
- Facilitate regional office staff members in utilizing their leave days. Monitor leave applications for Special service agreement contractors and share the information with central unit.
- Provides admin support to the team members including processing of correspondences; requisition of office supplies and inventory; Maintaining a filing system.
- Assists in the Regional (Hub) Office with logistical arrangements as necessary (i.e. hotel booking, accommodation, travel, transport, per-diem payment to external participants etc.)
- Maintains a database including contact information of counterparts, resource persons and supervisors from the regions.
- Provides administrative support to the Regional technical staff team, including arranging appointments and maintaining schedule, receiving visitors, placing and screening telephone calls and answering queries related
- Liaises with ICT central unit to facilitate the regional staff on their ICT requirements.
- Perform other related duties as required or instructed, including providing support to other areas of work.
Read Also:
Competencies : Generic
Describe the core, management and leadership competencies required - See WHO competency model - list in order of priority, commencing with the most important ones
Knowing and managing yourself
Producing results
Fosters integration and team work
Moving forward in a changing environment
Functional Knowledge and Skills: -
*Describe the essential knowledge and the skills specific to the position.
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.
Educational 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: - 5-7 years of relevant 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
Languages
English: Read: Expert Knowledge
Write: Expert Knowledge
Speak: Expert Knowledge
Swahili: Read: Expert Knowledge
Write: Expert Knowledge
Speak: Expert Knowledge
Other Considerations (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.) Work requires the use of word processing or other software packages, and standard office equipment. Formal or self-training in the use of standard office software. Training in Oracle-based or other ERP systems an asset. Work requires the use of word processing facilities to create, edit, format and print correspondence and documents; spreadsheet and visual presentation software; extensive use of e-mail and scheduling software to improve communications both internally and externally, Oracle/GSM for administrative matters.
Read Also:
The Programme Assistant will be stationed in Dodoma Region, Tanzania.
TIMELINE AND REPORTING
Duration
The contract will be for six (06) months
Salary
Grade: GS.05(01)- payable on monthly bases.
