Program Assistant G5

The Program Assistant provides day-to-day program and financial support including updating operational planning budgets and finance matters, administrative actions related to budgets, human resources, and filing/safekeeping of administrative and financial documents within the Field Presence cluster. The role supports the country team in promoting technical cooperation and coordinating assistance for health development based on WHO guidelines.

Responsibilities

• 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.
• Review obligating documents for completeness, and following up on missing information, liquidating obligations, undertaking reconciliation, and preparing periodic reports, as required.
• Review various contractual documents, issuing PTAEO numbers, earmarking funds, verifying and following up on payment requests.
• Prepare purchase requisition for IT equipment and other assets for the cluster, working in close collaboration with relevant colleagues to ensure that ordered items are appropriate.
• Keep track of all contract extensions and renewals, checking and ensuring that funds are available for the proposed contract.
• Follow-up on program implementation, drawing the attention of the supervisor or other senior staff to problems, inconsistencies and delays.
• Draft correspondence on own initiative or on the basis of instructions; to finalize correspondence/reports for signature; to 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.
• Perform other related duties as required or instructed, including providing support to other areas of work as assigned

Requirements

• Work requires completion of secondary school.
• Knowledge of general administrative and HR Policy theory and procedures.
• Minimum 5 – 7 years of relevant experience in program and administrative support positions.
• Relevant experience in the WHO or other UN agency is an asset.
• Experience in Oracle-based or other ERP systems is an asset.
• Expert level knowledge of English is 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.

Skills

• Program Support
• Administrative Support
• HR Policies Knowledge
• Budget Management
• Financial Support
• Document Filing
• Oracle ERP
• ERP Systems
• Word Processing
• Office Applications
• Operational Planning
• English Language

Languages

English