Objectives of the programme:
To provide operational and logistic support to WHO Country Office in implementation of all National programmes.
The vacancy notice serves to establish roster of Programme Operations Assistants for WHO Indonesia based in multiple locations.
Description of duties:
Under the direct supervision of Administrative Officer (AO) and general guidance of the Respective Technical Officer, the incumbent provides variety of administrative and logistic support to ensure the efficient daily running of the office as follows:
- Provide support to Managers and teams to ensure compliance with organizational, procedures, rules and regulations on administrative and financial matters.
- Oversee and monitor the information flow of the Unit/Team, screening, sorting, analyzing and identifying areas requiring action by the team lead/team members.
- Draft general or administrative correspondence on own initiative or based on instructions; finalize correspondence/reports for signature/clearance.
- Create and maintain filing systems; continuous review of filing system to ensure information is up to date and effectively and efficiently used.
- Prepare all necessary documentations, do quality administrative checks before approval, upload all relevant documents in the system
- Coordinate compilation of technical documents to ensure they are logically compiled, formatted and assembled to facilitate the work of the Team/Unit.
- Ensure the implementation processes are followed and financial reports are completed at the end of each activity.
- Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner
- Arrange and coordinate administrative preparation for meetings, seminars, workshops, including: preparing event plans in system, letters of invitation, cost estimates and travel requests; assisting with preparation of documents; dispatching of materials and liaising with participants and others involved.
- Prepare travel requests for official WHO travels, make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.
- Perform other related duties and responsibilities as required and assigned by supervisor and senior management
Required qualifications
Education:
Essential: Bachelor's degree in area of Administration, Management, Finance, Project Management or equivalent from a recognized university
Desirable: Master's degree in Business Administration, Management, Project Management or equivalent
Experience:
Essential: At least three (3) years of solid experience in the field of general administration, project management, event management, travel or related area
Desirable:
- Five (5) years of relevant experience in the field of general administration, project management, event management, travel or related area
- Working experience in international organization or private company
Languages: Fluent written and spoken English (Essential)
Other Skills (e.g. IT):
Work is performed in normal working environment.
Extensive computer skills including the specialized software; proficient in the use of Microsoft Office applications, ability to work in a multi-cultural environment; Excellent organizational and inter-personal skills; ability to work unsupervised.
Competencies:
- Teamwork
- Respecting and promoting individual and cultural differences
- Communication
- Producing results
- Moving forward in a changing environment
Functional Knowledge and Skills:
- Strong analytical skills and highly goal oriented
- Knowledge of UN/ Public Sector financial and administrative regulations
- Excellent writing and communication skills;
- Ability to work independently and in team setting
- Ability to work in harmony with national/international staff of WHO and Ministry of Health
- Ability to prepare good presentations and draft high-quality reports and official documents
Remuneration
SSA Programme and Operations Assistant (Roster Recruitment), Level 4-5.
In accordance with WHO Salary Scale for SSA support function at Level 4 (from IDR 12,566,600 to 19,547,933 per month) and Level 5 (from IDR 16,851,800 to 26,213,800).
ADDITIONAL INFORMATION
- This Vacancy Notice may be used to fill similar positions at the same level.
- Only candidates under serious consideration will be contacted.
- A written test and interviews will be used as a form of screening.
- 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 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.
- 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.
- For information on WHO's operations please visit:http://www.who.int.
- 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.
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