Administrative Assistant at World Health Organization

Background

The country team is responsible for promoting technical cooperation, stimulating interest and coordinating assistance for health development based on global and regional strategies and WHO guidelines. It is also responsible for contributing to the collection, analysis and dissemination of health information.

Overall Objective

The incumbent performs functions related to Program support in the Global Management System (GSM) environment. The incumbent works on the basis of general instructions, from his/her own experience, according to the policies, procedures, rules and regulations of the Organization, ensures the proper functioning in the team or department. The incumbent is invited to seek advice on unusual matters. Most of the work is checked for accuracy and relevance by the incumbent and by the Operations Officer on an ad hoc basis for the achievement of results and quality in general; correspondence is referred to the Operations Officer as needful, before submission to the Representative.

Tasks and Responsibilities

Under the general supervision and guidance of the Operations Officer, the incumbent performs the following functions:

• Receive vaccinator data and organize it in an orderly manner before submission to mobile operators for validation.
• Coordinate with district EPI coordinators or any other designated focal persons in resolving mismatched phone numbers to ensure payments are made to right persons.
• Aggregate data for all districts and prepare a funds transfer request to WHO wallets held by mobile money operators.
• Produce payment sheets for clean and validated data and forward the same to Finance Assistant for Payment through mobile money operator’s portal for Polio SIA and Cholera Campaign.
• Provide necessary data to finance assistant for preparation of weekly reports on status of mobile money payments related to polio SIA and Cholera Campaign.
• File documents relating to Polio SIA and Choler Campaign for prompt retrieval.
• Processing of VAT and other claims due to the Organization to ensure that they are promptly recovered.
• Ensure district budgets are adhered to in the processing of payments to the vaccinators through monitoring of payments against budget and taking necessary action on any claims above budget.
• Performs any other duties as assigned by the supervisor.
• Filing of finance documentation

Required Profile  

1. Teamwork
2.  Respecting and promoting individual and cultural differences
3. Communication
4. Producing results
5. Knowing and managing yourself

Functional Skills and Knowledge (Describe skills and knowledge specific to the post): 

The incumbent will demonstrate mastery; actualize his knowledge in the use of modern office technology through internal courses, on the job or self-training. He / she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in Country Office, organic group and WHO, to be able to brief and explain procedures to other members of staff.

Qualifications

Essential:   Completion of secondary education or equivalent technical training or commercial education with specialization in accounting, budgeting, or finance.

Desirable: Diploma or Degree in administration, accounting or finance will be an advantage.

Experience

 Essential: 8 years of working experience with 3 to 5 years of responsible work in administration, finance, Budgeting and/or accounting activities.

Desirable:   Experience within UN or other international or multinational organizations will be an advantage.

Use of Language skills:

Fluency in English, Chichewa or any other local language

Other Skills:

Ability to plan, organize, coordinate, and implement inputs from several sources; to express ideas clearly and concisely, both orally and in writing; to conceptualize and carry out tasks with little supervision; to provide financial analytical reports, using appropriate software; to interpret financial rules and regulations; and to establish and maintain effective working relationships with people of different national and cultural backgrounds.