Roster for Programme Assistants, G5/g6

Vor 6 Tagen

Geneve, Schweiz World Health Organization Vollzeit

**Grade**: Multiple grade levels

**Contractual Arrangement**: Multiple contractual arrangements

**Contract Duration (Years, Months, Days)**: Duration of contract will depend on the needs of the Department

**Job Posting**: Mar 28, 2024, 2:46:05 PM

**Closing Date**: Apr 27, 2024, 4:59:00 PM

**Primary Location**: Switzerland-Geneva

**Organization**: World Health Organization and Other Entities

**Schedule**: Full-time

**PROGRAMME ASSISTANT G6**

**_Purpose_**_ _**_of_**_ _**_the_**_ _**_Position_**

Within the Office of the Director of the Department, the incumbent provides a range of support in the day-to-day programme, financial, human resources related and administrative support, including updating of the operational planning budget and finance matters in GSM as well as a variety of general administrative actions related to the work of the Department.

**_ Objectives_**_ _**_of_**_ _**_the_**_ _**_Programme_**_ _**_and_**_ _**_the_**_ _**_immediate_**_ _**_Strategic_**_ _**_Objective_**

The incumbent works under the supervision and guidance of the responsible Officer and in collaboration with the management officer of the Division. S/he provides an array of programmatic, financial, administrative and HR support to the programme(s) of the Department. Work is assigned usually with general instructions only 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 where and when required.

Work is controlled for meeting expectations 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.

Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:

- Provide support and input to the Director on planning, resource allocation and human resources management across the full range of programmes and projects of the Department.
- 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 Director and/or Team(s) 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 Department.
- 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 Department, 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 Departmental HR plan accordingly.
- Prepare routine and ad hoc financial reports using GSM and other related sources of information to assist the Director 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 Director to problems, inconsistencies delays and other anomalies detected.
- Coordinate and follow-up on the Department's HR-administrative issues, ranging inter alia from providing HR-related information on rules and procedures to the Director as well as to staff of the Department; 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.
- Coordinate and manage the smooth running of the administrative functions in the Department, including maintaining an up to date status of the office space and acting as the office space focal point for the Department.
- Check, obligate

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