Programme Assistant in …….
TERMS OF REFERENCE
1. List tasks to be performed
Under the supervision of one of the WHO Country Representative in …., the incumbent will provide administrative, financial and budget assistance:
- Receive, screen and distribute incoming mail pertaining to programmes areas, dealing on own initiative with requests of non-technical nature, maintain an overview of the current situation, including a follow-up system to ensure timely action, preparing reminders on urgent action to be taken
- Check outgoing correspondence in English and French for grammatical and procedural accuracy
- Prepare routine non-technical correspondence in English and/or French from brief verbal or written instructions, type documents and manuscripts.
- Ensure that correct financial and administrative procedures are followed for cross-cutting activities with other WHO clusters and departments, regional and country offices, etc., as well as outside entities such as OCHA, UNICEF, UNDP, Permanent Missions, etc.
- Assist in the formatting and revision of project proposals for outside funding. Cross check figures for accuracy. This involves considerable collaboration with WHO and non-WHO entities on proposals for outside funding.
- Develop and maintain a filing, reference system and database files, compile appropriate background material and reference documents for use of Team Leaders
- Initiate recruitment requests, prepare Agreements for Performance of Work and Technical Services Agreements, follow up on renewal/termination and verify when compulsory breaks are due for temporary staff.
- Arrange travel for professional staff, consultants, temporary advisors, etc., including the preparation of itineraries, costing, travel authorisations, government clearances, hotel accommodation and visa applications, responsible for all follow-up actions required.
- Focal point for work plan related to programme activities (budget and finance): input work plans cost, links existing and expected resources to planning elements indicating both budget and unmet needs, identify AMS codes related to each planning element.
- Prepare briefing files for and organizes specific meetings such as the Inter-Agency Medical/Health Task force and other EHA projects. Research and prepare relevant background information and participates in all areas of meeting functions: take notes, draft minutes, type the reports and follow up on the production of the meetings final report.
- Undertake other administrative and secretarial duties/activities related to the programme areas as required.
- Perform other duties as required.
2. Work experience required.
- Extensive secretarial experience required, with a minimum of three years experience in WHO.
3. Computer skills required.
- Good computer skills, including powerpoint. Capability to use the AMS an asset
4. Other skills required (e.g. editing, drafting, organization of meetings, etc.)
- Ability to establish and maintain good inter-personal relationships
- Willingness/ability to work under pressure. Discretion, takes initiative, independent problem solving
- Ability to follow up on budgetary matters
- Good filing skills and maintaining of office records
- General good working attitude
- Good follow up on pending issues
5. Languages required (indicating whether for reading/writing/speaking)
- Proficiency of English/Working knowledge of French