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Senior Administrative Assistant

Company:
World Health Organization
Location:
Muscat, Muscat Governorate, Oman
Posted:
May 14, 2024
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Description:

Schedule: Full-time

OBJECTIVES OF THE PROGRAMME

To ensure that effective WHO country presence is established to implement WHO country cooperation strategies that are aligned with Member State's health and development agendas, and harmonized with the United Nations country teams.

DESCRIPTION OF DUTIES

The incumbent will perform the following duties:

Coordinate with WRO staff on project priorities and activities with a view to ensuring effective delivery of administrative services, contribute to the development of the WRO programme budget, OSERs and workplans, maintain an overview on budgetary, funding and related financial issues, closely monitoring deadlines, obligations, gaps etc., verifying and recommending required actions.

Act as first level approver for all Global Management System (GSM) transactions related to all WRO workplans; carry out quality checking and subsequent validation of financial information and attachments; and identify discrepancies and recommend appropriate options/solutions.

Oversee the efficient management of the E-Imprest system; proper implementation of financial procedures and internal controls according to GSM operations and WHO rules, verify calculations, supporting invoices and payment authorizations.

Participate in preparation of proposals for resource mobilization and support WR and national partners, in the follow-up of multi or bilateral pledges to ensure the availability of funds for the implementation of workplans and programme activities.

Follow up with Ministry of Heath, national counterparts and the Regional office timely initiation and finalization of administrative actions pertaining to the implementation of WHO collaborative programmes, liaise with the national authorities obtaining Government's clearance for assignment of WHO staff and visiting missions.

Scrutinize all requests for procurement of goods and services ensuring receipt of governments' approval, availability of detailed specification and funds, and adherence to WHO procedures, follow up with concerned parties customs clearance, receipt of deliverable and finalization of payments.

Finalize human resources (HR) plan following discussion with the WR and recommend changes in the number and/or profile of the support staff in the WRO; evaluate applications and recommend short list for support staff positions; act as a member of interview panel for administrative positions; provide induction training for new general service (GS) staff; represent staff in Local Salary Survey Committee.

Supervise administrative staff in providing effective and efficient support services, distribute tasks and review work to confirm compliance with WHO rules and regulations, identify training needs, plan and coordinate development activities for staff, in coordination with Staff Development and learning unit (SDL).

Oversee the security of the office premises to ensure MOSS compliance and provide briefing to staff as needed, ensure the proper maintenance of WRO buildings and equipment and the timely reporting on assets inventory.Extract and analyse data relating to programme implementation and activities from all sources, draft related briefing summaries/reports, evaluate progress in implementation of workplans, and make recommendations to the WR and technical staff to facilitate planning and decision making.

REQUIRED QUALIFICATIONS

Education

Essential: Completed secondary education supplemented by secretarial communication and IT Training.

Desirable: University degree in business administration, social sciences or related field is an asset

Experience

Essential: At least ten years progressive experience in programme administration and management, including experience in a supervisory role.

Desirable: Relevant experience in the UN system.

Skills

Proficient in office management, secretarial and budgetary controls, accounting procedures and systems.

Excellent time management and stress management skills.

Ability to lead, direct and manage a team.

Demonstrated ability to work harmoniously with multi-cultural staff.

Excellent analytical skills.

Good knoweldge of WHO/UN rules, manuals, practices, procedures and WHO Style Guide as applicable to the administrative level is an asset.

WHO Competencies

Communication

Teamwork

Producing results

Setting an example

Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Arabic.

Desirable: Beginners knowledge of French.

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 OMR 28,226 (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 and/or an asynchronous video assessment 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: Some professional certificates may not appear in the WHED and will require individual review.

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.

The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States ( are strongly encouraged to apply.

Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to

An impeccable record for integrity and professional ethical standards is essential. 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.

For information on WHO's operations please visit:

WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.

The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.

Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at .

This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

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