Global Fund Administrative Assistant, Brazzaville (G-6)

The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No: AFRO/DPC/15/TASR51 Title: Global Fund Administrative Assistant Grade: G6 Contract type: Temporary Appointment under Staff Rule 420.4 Duration of contract:  One year	Date: 24 July 2015 Application Deadline: 7 August 2015 (9 day(s) until closing deadline) Currently accepting applications Duty Station:  Brazzaville, Congo   Organization unit: AF/DPC Disease Prevention and Control (AF/DPC) / AF/CDS Communicable Diseases (AF/CDS) CDS/GDF
OBJECTIVES OF THE PROGRAMME : Within the WHO/GF partnership agreement, WHO/AFRO received funding from the WHO HQ for the provision of technical assistance to the countries of the region which are applying to the Global Fund New Funding Model, for the processes leading to the Concept Note development. The incumbent should provide support to the WHO/GF partnership project focal points to fully assume their responsibilities in terms of coordinating technical assistance to the countries by ensuring efficiencies in administrative and financial matters and transactions.
Description of duties: GENERAL 1. Prepare necessary documents for the recruitment/ coordination of technical assistance for the WHO/GF project 2. Ensure that the documents are processed in a timely manner in order to effectively respond to applicants' need of technical assistance 3. Liaise with all relevant units at the regional, Inter Country Support team (IST) level and country office to ensure that the Technical Assistant (TA) provider's contract is raised in GSM in timely manner 4. Facilitate the process of enrolment of TA provider in WHO supplier list, his/her medical clearance, visa, travel arrangement etc. 5. Communicate continually and credibly to the TA provider about the process, requirement and status of recruitment 6. Ensure timely submission of TA provider's mission report and evaluation forms from the recipient countries 7. Provide periodic and on demand information to the technical focal persons about the status of recruitment, payment, evaluation 8. Keep electronic and paper based record of all activities with timeline 9. Liaise with Human resource assistants/CDS on the status of consultants' recruitment. CORRESPONDENCE 1. Draft general or administrative correspondence on the basis of instructions; finalize correspondence/reports for signature/clearance. 2. 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. 3. 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. MEETING ADMINISTRATION 1. Arrange coordinate and lead administrative preparation for meetings, seminars, workshops, including letters of invitation, costs calculation and travel requests; assisting with preparation of documents, dispatching of materials and liaising with participants and others involved 2. Assist in organizing teleconference/ video conference and periodic meetings of the task force at regional level including preparation of minutes TRAVEL 1. Using GSM/Oracle, prepare travel requests of project staff for official WHO travel OTHER DUTIES Perform other related duties as required or instructed, including providing support to other areas of work The job requires contacting technical, administrative and finance staff from the Regional Office especially Communicable Diseases (CDS) cluster and to certain extent Health System and Health promotion cluster. This is required to facilitate hiring of technical assistance for the WHO/GF partnership project. The incumbent also requires liaising with the technical providers mostly individuals and agencies for facilitation of their hiring, deployment and evaluation. The incumbent needs to liaise with IST and WHO country officer technical and administrative staff for logistic arrangement for the TA provider. All these include professional relations with people from different levels within and outside organization including of different culture.
REQUIRED QUALIFICATIONS
Education: Essential: Completion of secondary school education or equivalent technical or commercial education. Desirable: Training in secretarial tasks and/or in an administrative field is desirable. Verification of Educational qualifications: "In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and these will be reviewed individually".
Skills:  Good knowledge of computer management and applications.
Experience: Essential: 8 years of relevant work experience. Desirable: Experience in administrative support positions essentially in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.
Languages: Good knowledge in French or English with the working knowledge of the other languages.
Additional Information: WHO offers an attractive compensation package including an annual net salary (subject to mandatory deductions for pension contributions and health insurance), dependency benefits, pension plan, health insurance scheme, and 30 days annual leave. Please visit the following websites for detailed information on working with WHO: http://www.who.int Click on: . to learn more about WHO's operations http://icsc.un.org Click on: Quick Links > Salary Scales > by date Candidates will be contacted only if they are under serious consideration.
Annual salary: (Net of tax) at single rate
This vacancy notice may be used to fill other similar positions at the same grade level.
Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures.
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.
WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.