Programme Assistant,

4 weeks ago

Kuala Lumpur, Malaysia World Health Organization Full time

**Grade**: G5

**Contractual Arrangement**: Fixed-term appointment

**Contract Duration (Years, Months, Days)**: 2 Years

**Job Posting**: Feb 15, 2024, 11:09:42 PM

**Closing Date**: Mar 1, 2024, 4:59:00 PM

**Primary Location**: Malaysia-Kuala Lumpur

**Organization**: WP_MYS Malaysia

**Schedule**: Full-time


**JOB PROFILE**:
The incumbent will provide support in the day-to-day programme, financial, human resources related and administrative functions for a project/programme or technical unit of the Country Office Support Unit.

**DESCRIPTION OF DUTIES**:
The incumbent will perform all or part of the following, and other related responsibilities as required by the needs of the office.
- Provide administrative support across a range of programme support activities.

Financial
- Review obligating documents and undertake reconciliations, as required.
- Process transactions in the enterprise resource planning system and follow up with concerned parties on the receipt of deliverables and finalization of payments.
- Support in monitoring aspects of the implementation of country activities, such as, funds for project/programme budget and financial expenditures, according to the approved country work plan, drawing the attention of the supervisor to problems, inconsistencies, and delays.
- Brief staff at all levels on budget, financial, administrative, human resources and other procedures and practices.

Administrative
- Provide input to the immediate supervisor on aspects of planning, resource allocation and human resources management of the programmes and projects.
- Assist with human resources administrative tasks, including monitoring staff contracts, maintaining and updating the departmental human resources plan accordingly and acting as leave administrator.
- Coordinate the smooth running of administrative functions, including maintaining an up-to-date status of the office space and acting as the office space focal point for the department.
- Analyse incoming correspondence and requests, researching and providing background information as required.
- Draft correspondence on own initiative or based on instructions and finalize correspondence/reports for signature.
- Maintain the unit's filing system of technical documents and correspondence.
- Provide support on all administrative and logistics preparations required for the organization of meetings and staff travel.
- Support colleagues on general administrative processes and assist/backstop administrative staff in the team.

**REQUIRED QUALIFICATIONS**:
**Education**:
**Essential**: Completion of secondary education with equivalent administrative certification or training.
**Desirable**: University degree in business administration, social sciences, or related field. Training in the administrative systems of a United Nations agency, fund or programme.

**Experience**:
**Essential**: Minimum of five years of relevant experience in the secretarial/administrative field.
**Desirable**: Relevant administrative and financial experience in WHO or in the United Nations system (UN). Experience in Oracle-based or other enterprise resource planning systems.

**Skills**:

- Knowledge of administrative and financial support procedures and practices, rules and regulations.
- Skills to write/draft routine and non-routine correspondence and reports using proper grammar, punctuation and style.
- Skills to maintain effective client relationships.
- Ability to perform basic financial accounting operations.
- Ability to use standard office computer software, take notes and operate computerized systems and databases.
- Ability to undertake simple research, and organize information for the preparation of reports briefings and filing.

**WHO Competencies**:

- Enhanced WHO Global Competency Model:_
- who-enhanced-competence.pdf_

Teamwork
Respecting and promoting individual and cultural differences
Communication
Knowing and managing yourself
Producing results

**Use of Language Skills**:
**Essential**: Expert knowledge of English and local language.

**REMUNERATION**:
**ADDITIONAL INFORMATION**:

- This vacancy notice may be used to fill other similar positions at the same grade level.
- A written test and/or an asynchronous video assessment may be used as a form of screening.
- According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
- The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
- WHO has a smoke-free environment and doe

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