Programme Assistant – SSA Tempo Inteiro

The World Health Organization is hiring a Programme Assistante – SSA, for Maputo.

Job Organization Context

The Generic Job Profile for the Programme Assistant at the G-5 level is to be used in a WHO office, in one of the programme sections.

This GJP covers a broad range of functions, however, depending on the context, the incumbent may focus on all, some, or only one or two areas with great depth. In addition, there may be additional functions not mentioned in the GJP. If this is the case, this can be made clear in work plans and/or individual performance plans.

Purpose for the Job

Under the close supervision and guidance of the supervisor, the programme assistant supports the respective section (s) by carrying out a range of procedural, administrative, and operational tasks, to help develop, implement and monitor their country programme, ensuring timely and effective delivery that is consistent with WHO rules and regulations.

Summary of key functions/accountabilities

• Facilitating the processing of contracts for consultants, vendors and external partners that support the office in programme delivery. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements. Keeps vendor lists, partners, and consultant rosters up-to-date;
• Collecting invoices and filing documents for approval and thereafter processing in GSM;
• Preparing and maintaining records, documents and control plans for the monitoring of project/programme implementation and financial expenditures;
• Supporting the management of administrative supplies and office equipment;
• Maintaining office calendar and arranging meetings. Taking minutes of meetings and keeping the correspondence of the team well organized;
• Providing travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaising with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
• Maintaining and updating a system which monitors the absence of staff;
• Preparing and maintaining records pertaining to programme planning and development for his/her respective section;
• Carrying out transactions in GSM ensuring programme results, activities and programme coding are as per National Deployment Vaccination plan (NDVP), and makes amendments and alterations as per section revisions when necessary;
• Supporting capacity development activities, meetings and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts; arranging times through liaising with participants over availability; liaising with budget focal points and section over costs and needs; and preparing background materials for participants.

Impact of results

S/He supports the section in the compilation and coordination of key work products, ensuring deadlines are met and that established rules and procedures are followed. The support provided by the programme assistant therefore creates the strongest possible administrative platform from which the country programme can then be delivered. The key results have an impact on the overall performance of the country office and success in the implementation of project/programme activities.

Core Values

• Care.
• Respect.
• Integrity.
• Trust.
• Accountability.

Core Competencias

• Communication (I).
• Working with people (II).
• Drive for results (I).

Functional Competencies

• Analyzing (I).
• Learning & Researching (I).
• Planning and organizing (I).
• Following Instructions and Procedures (I).

Education

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the work of the organization.

Experience

A minimum of five years of progressively responsible administrative or clerical work experience is required.

Language Requirements

Fluency in English is required. Knowledge of another official UN language or local language of the duty station is considered as an asset.