Closing date: Wednesday, 5 April 2023
OSS/LSS Programme Assistant (Fleet) G6
( 2301774 )
Grade : G6
Contractual Arrangement : Fixed-term appointment
Contract Duration (Years, Months, Days) : 1 year
Job Posting: Mar 1, 2023, 3:50:45 PM
In line with the scope of WHO 2020 Output 434H: Safe and secure environment with efficient infrastructure maintenance, cost-effective support services and responsive supply chain including duty of care, the objective of the department of Operational Support and Services (OSS) is to ensure high quality, consistent and responsive managerial and administrative services to all programmes and staff in headquarters, and where relevant, to all regions of WHO, and to promote an efficient and collaborative customer oriented working environment to achieve results. The Logistics Support Services team LSS, under Director, OSS, consists of the following sub-units Conference and Events Coordination CEC, Records and Archives RAS, Travel TRV and Fleet Management Services. The aim of the WHO Fleet services (WFS) is to provide WHO programmes with safe, reliable, timely and cost-efficient transport solutions, with reduced environmental impact, enabling WHO staff to deliver programme activities.
DESCRIPTION OF DUTIES
- 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.
- Provide administrative support to the operational planning and development of projects and work plans and assist the Team through the provision of targeted, seamless programmatic, financial and administrative support work along the life-circle of the project(s).
- Verify obligating documents, cross-checking 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; clearance of obligating documents, checking them for completeness, and following-up on missing elements, liquidating obligations and undertaking reconciliation as required.
- Verify expenditures to comply with work plans, financial rules and regulations and award agreements.
- Follow up actions on financial and budgetary matters, acting as admin approver within delegated authority, and coordinate the mid-term reviews and the end of year of biennium closure of accounts exercise for the Team.
- Screen and review various contractual materials, 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 Team, keeping track of all contract extensions and renewals, 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 HR plan accordingly.
- Prepare routine and ad hoc financial reports using GSM and other related sources of information to assist the Programme Manager in taking appropriate decisions and to ensure that funds are utilized optimally.
- Monitor, and follow-up on programme implementation-levels, drawing the attention of the Programme Manager to problems, inconsistencies delays and other anomalies detected.
- Coordinate and follow-up on the Team`s HR-administrative issues, ranging inter alia from providing HR-related information on rules and procedures to the Programme Manager as well as to staff of the Team; ensure proper management of the HR Plan/HR Action Plan within the workplan; follow-up on actions required on contract issues for staff and non-staff, on-boarding, briefing of new staff; and follow-ups on performance evaluation reports/PMDS issues.
- Check, obligate and clear purchase requests for services and equipment, working in close collaboration with relevant colleagues to ensure that ordered services are appropriate.
- Draft routine and non-routine 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 where required, or redirecting them as appropriate, drawing the attention of the supervisor or other senior staff concerned; drawing Director’s attention to urgent items and deadlines.
- Oversee the organization of large-scale, high-level, international meetings relating to the work of the Team and coordinating logistics for off-site meetings.
- Act as the Global Administrator for the WHO Fleet Management System (Tracpoint) and coordinate with Fleet Management System provider (TerraMar) and WHO regional and country offices to ensure that all WHO vehicles are equipped and monitored with Vehicle Tracking Systems.
- Provide training and helpdesk support to WHO offices staff to access Tracpoint and install /uninstall VTS.
- Provide regular reports and analysis on status of compliance of WHO offices with WHO road safety and vehicle management policy.3
- Coordinate with Service provider (TerraMar) to make projections and reconcile Tracpoint license fees for each WHO office, oversee back charging process and ensure payment of invoices.
- Perform other related duties as required or instructed, including providing support to other areas of work as assigned.
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary school education or equivalent academic qualification.
Desirable:
- Professional certification in areas such as transport and/or logistics operations management.
- Training or knowledge of information management systems and their application to logistics, transport or supply management and monitoring.
- Training in accounting or financial management.
Experience
Essential: At least eight years’ experience providing support in the area of administration, accounting or logistics operations in the military, commercial or international organizations/institutions at the national or international levels.
Desirable:
- Prior working experience in managing fleet logistics operations, part of which in emergency or humanitarian situations with international organizations.
- Experience with WHO administrative processes.
- Knowledge of the UN System or NGO work in the field of response relief and/or of their practices and procedures as related to the work.
Skills
- Excellent organizational and managerial skills with the ability to multitask, identify and solve problems with little supervision.
- Data analytical skills.
- Proven experience in use of database.
- Excellent interpersonal and administrative skills.
WHO Competencies
- Teamwork
- Respecting and promoting individual and cultural differences
- Communication
- Ensuring the effective use of resources
- Moving forward in a changing environment
Use of Language Skills
Essential: Expert knowledge of English.
Desirable:
- Intermediate knowledge of French.
- Intermediate knowledge of UN language.
REMUNERATION
WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at HUF 6,704,000 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.
ADDITIONAL INFORMATION
- This vacancy notice may be used to fill other similar positions at the same grade level
- Only candidates under serious consideration will be contacted.
- A written test may be used as a form of screening.
- 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 will require individual review.
- Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
- For information on WHO’s operations please visit: http://www.who.int.
- WHO is committed to workforce diversity.
- WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
- WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
- WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
- This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
