Back General Service Roster for Temporary and Fixed Term G4/G5 Positions

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Qualifications

Under the overall guidance of Administrative Officer and direct supervision of NPO (as deemed appropriate), the incumbent will perform the following duties:

GENERAL

-           Receive visitors and telephone calls with tact and discretion, and acts according to the nature and urgency of each, including redirecting as appropriate.

-           Provide background information for appointments with official visitors and/or staff members.

-           Monitor requests for goods and services, including receipt, payment and inventory requirements.

CORRESPONDENCE

-           Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/ reports for signature/clearance.

-           Verify that outgoing correspondence is presented in accordance with WHO and department styles and checking language, grammar and accuracy prior to  submitting for signature and clearance.

-           Analyze incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of the responsible officer's needs, or redirecting them as appropriate; identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items.

-           Ensure that technical reports and documents are in line with WHO standards, rules, practices and procedures, editing and correcting them as necessary prior to  their submission for signature or clearance of relevant authority.

-           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.

HUMAN RESOURCES

-           Ensure the timely appointment/renewal of contracts, initiating requests for temporary and fixed-term staff in the HR Action Plan.

PROCUREMENT

-           Initiate, through Oracle/GSM procurement module, contracts for Consultants, Agreements for Performance of Work (APW), Technical Services Agreements

            (TSA), and General External Services (GES) requests. Monitor and record receipt of deliverables, and initiate and monitor payments as needed.

-           Initiate, through Oracle/GSM procurement module, requisitions for goods procurement, and monitor and receipt of deliverables.

BUDGET & FINANCE

-           Assists in the monitoring and progress review of projects and tasks in the GSM/Oracle work plan.

-           Provides team members with timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required.

-           Monitors income and expenditures for planning purposes.

-           Promptly follows-up on financial, budgetary and any outstanding issues concerning the team/department, including ensuring timely processing of committal    documents.

-           Assists in the preparation of financial and technical progress reports to donors.

INFORMATION MANAGEMENT

• In close collaboration with other support staff, create and/or maintain filing systems; continual review of filing system to ensure information is up to date and

              effectively and efficiently used

  • Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.
  • Coordinate compilation of documents requested of and provided by professional staff, other Departments or Programmes to ensure they are logically

                compiled, formatted and assembled to facilitate the work of the Administrative Officer.

    MEETING ADMINISTRATION