Administrative Assistant (Fixed-Term)
N.B: This vacancy Notice is open to citizens of the Republic of South Sudan only
BACKGROUND AND OBJECTIVES OF THE FUNCTION
The purpose of the position is to provide administrative support services in the Cluster to which the incumbent is assigned in order to ensure smooth and effective programme implementation and delivery. The incumbent provides a range of support in the day-to-day program and financial support, including updating of the operational planning budget and finance matters in GSM, administrative actions related to budgets, human resources and filing/safe keeping of administrative and financial documents
South Sudan has been responding to a protracted grade 3 emergency and has some of the worst health outcome indicators globally. WHO continues to support the Ministry of Health responding to health emergencies, providing critical lifesaving health services, strengthen national capacity for prevention and control of communicable, non-communicable and neglected tropical diseases and support the development and strengthening the country’s health systems.
DESCRIPTION OF DUTIES.
Under the supervision and guidance of the Cluster Lead and in close collaboration with the Operations Officer, the incumbent will perform the following duties:
- Draft correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature; analyze incoming correspondence and requests, researching, obtaining and attaching background information when required, or redirecting them as appropriate, drawing the attention of the supervisor or other senior staff concerned.
- Create and/or maintain filing systems to ensure safety and easy retrieval of records; continual review and update of filing system to ensure information is up-to-date and effectively and efficiently used.
- Arranges, coordinates and leads administrative preparation for meetings, seminars, workshops, including letters of invitation, costs calculation, raising Travel Requests and Travel Claims, assisting with preparation of documents, dispatching of materials and liaising with participants and others involved, prepares presentations using PowerPoint and other software packages on own initiative or on the basis of instructions. Schedules weekly team and ad hoc meetings as needed, takes minutes and follows up on action points.
- Initiates through the GSM Procurement module Consultant Contracts, Agreement for Performance of Work (APW), Technical Services Agreements (TSA), and General External Services (GES) requests, Letters of Agreement (LOA), etc.
- Using GSM/Oracle, and in collaboration with the Travel Assistant, prepare travel requests for official WHO travel, make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.
- Check all obligating documents, entering 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.
- Clear obligating documents, checking them for completeness, and following-up on missing information, liquidating obligations, undertaking reconciliation, and preparing periodic reports including Direct Implementation reports , as required.
- Screen and review various contractual materials, issuing PTAEO numbers, earmarking funds, and verifying and clearing payment requests.
- Monitor requests for goods and services, including receipt, payment and inventory requirements.
- Follow-up on program implementation, drawing the attention of the supervisor or other senior staff to problems, inconsistencies and delays.
- Perform other related duties as required or instructed, including providing support to other areas of work as assigned.
- Essential: Work requires completion of secondary school or equivalent technical, commercial or administrative education. Knowledge of general administrative and financial practices and procedures
- Desirable: Diploma or First University Degree in Business/Public Administration, Social Sciences or any related field.
- Essential: At least 5 years of relevant office/administrative/financial work experience .
- Desirable: Relevant experience in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.
Use of language skills
Excellent knowledge of English and the local language (Arabic) is essential
Specific skills required:
- Work requires the use of word processing or other software packages, and standard office equipment. Formal or self-training in the use of standard office software. Training in Oracle-based or other ERP systems an asset.
- Work requires the use of: word processing facilities to create, edit, format and print correspondence and documents; spreadsheet and visual presentation software; e-mail and scheduling software to improve communications both internally and externally; Oracle/GSM for administrative matters
- The incumbent maintains and updates proficiency in the use of modern office technology through of in-house courses, on-the-job training or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief others and explain procedures.
- This Vacancy notice may be used to fill other similar positions at the same grade level in other locations within South Sudan.
- Only candidates under serious consideration will be contacted.