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Programme Assistant, UNOPS contract (GS-5 level equivalent), Tripoli, WHO, Libya

IMPORTANT NOTE: this vacancy announcement is for Libyan nationals only. If you meet the position requirements (years of RELEVANT work experience and education) listed below, please follow the instructions “How to Apply” guide available at the bottom, below. 

Job Description

Reporting to and under supervision of the responsible Officer and in collaboration with other
support staff of the Division the incumbent provides support functions in programme-, financial-,
administrative- and HR- related areas. Non-routine work is assigned usually with instructions by
the supervisor and reviewed for meeting the expected outcomes, and is being performed in
accordance with WHO e-Manual, financial rules, regulations and procedures.

Within the delegated authority, the incumbent is assigned all or part of the following
responsibilities:
1. Provide support and input to the office of the Director or the immediate supervisor on aspects
of planning, resource allocation and human resources management of the 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.
2. Cross-check obligating documents available from GSM or other on-line systems, monitoring
the availability of funds and alerting to upcoming shortfalls, updating files, and transferring
funds as instructed; upon instruction clearance of obligating documents, checking them for
completeness, and following-up on missing elements as required.
3. Monitor expenditures and alert supervisor on issues of compliance with work plans, financial
rules and regulations and award agreements. Follow up on the mid-term reviews and the end
of year of biennium closure of accounts exercise for the Department.
4. Review contractual documents, 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 renewal deadlines, 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; acting as leave administrator for the Department.
5. Monitor, and follow-up on programme implementation-levels, drawing the attention of the
Director to problems, inconsistencies delays and other anomalies detected.
6. Provide assistance on the Department`s HR-administrative issues.
7. 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.
8. On own initiative draft routine correspondence, and upon instructions and guidance draft
correspondence of a non-routine character; 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 to urgent items and deadlines.
9. Take minutes in the Departmental group meetings.
10. Provide administrative and logistical assistance in the context of the organization of meetings
relating to the work of the Department.
11. Perform other related duties as required or instructed, including providing support to other
areas of work as assigned.

Competencies:

1. Teamwork
2. Communication
3. Respecting and promoting individual and cultural differences
4. Producing Results

Functional Knowledge and Skills

The incumbent is expected to stay current to developments in his/her area through attending inhouse and on-line training courses.

Requirements:
– Completion of secondary school education or equivalent is required.
– At least 5 years of relevant professional work experience in the area of administration, HR and/or finance is required.
– Relevant experience in WHO or another UN agency an asset. Experience in Oracle-based or
other ERP systems an asset.

Language: 

Excellent knowledge of English is required.

Other Skills (e.g. IT):
– Work requires proficiency in the use of word processing or other software packages and other
standard office equipment.
– Formal or self-training in the use of standard office software. Training in Oracle-based or other ERP systems an asset.

How to apply: 

Profiles should be completed using “WHO Personal History Form” (attached). Duly completed PHF and up-to-date CV/Resume (clearly written, including non-overlapping employment dates, past/current employer name, description of duties, education degree/institution/years of study etc.) should be sent with a Cover Letter to EMACOLIYHR@WHO.INT

Please refer to the position title in your application email.