Administration Assistant – (1702379)
Closing Date: Sep 7, 2017, 11:59:00 PM
Primary Location: Mozambique-Maputo
OBJECTIVES OF THE PROGRAMME
Country Office Support Units have been estblished in the organizational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.
PUSPOSE OF THE POSITION
Within the Country Management Support Unit, to provide support and services in the preparation of pre-requisites of Procurement and Inventories Management, and Travel and Meetings Management in related transactions to both managers and staff members, to perform GSM transactions in accordance with WHO rules, regulations and policies.
DESCRIPTION OF DUTIES
Under the guidance and supervision of the Operations Officer. The incumbent is expected to work with minimum supervision, in accordance with established procedures and practices, dealing with routine matters independently and referring problems or unusual situations to supervisor. Broad guidance is provided by supervisor or other professional staff or through general objectives and instructions regarding resource allocation, division/programmes needs and priorities i.e. WHO Staff Rules and Regulations, Information notes, SOPs. The Administration Assistant reports to the Operations Officer, and provides support to the manager and staff members in the following areas:
*To do hotel reservations for prticipants of WHO-supported training workshops and seminars;
*Maintains and updates inventory of office nd reconcile with the GSM system, project equipment nd supllies and generate periodic reports;
*Updates the register of the donated equipment;
*Undertake the receiving and returning of goods for approved PO, checks for qulity and compliance to specifications with the help of technical team where necessary;
*Monitors requests for goods and services, including receipt, payment and inventory requirements;*Produces monthly administrative reports on vehicles movement, efficiency, and vehicles movement, efficiency and vehicles maintenance and fuel consumption;
*To handle importation processes (green light) for the WCO and implementing partners;
*Arranges for car rental when necessary and ensures avilbility of fuels for vehicles and generator;
*Perform other related duties as required or instructed, including providing support to other areas of work.
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary school education or equivalent technical or commercial education.
Desirable: Training in secretarial tasks and/or in an administrative field is desirable.
Experience
Essential: 5 to 7 years of relevant experience.
Desirable: Experience in adminsitrative support positions in WHO or another UN agency is an asset. Experience in Oracle-based or other ERP systems an asset.
Skills
The incumbent maintains and updates proficiency in the use of modern office technology through of in-house courses, on-the-job training or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief others and explain procedures.
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. Work requires the use of word processing facilities to create, edit, format and print correspondence and documents; spreadsheet and visual presentation software; extensive use of e-mail and scheduling software to improve communications both internally and externally, Oracle/GSM for administrative matters.
WHO Competencies
Knowing and managing yourself
Producing results
Fosters integration and team work
Moving forward in a changing environment
Use of Language Skills
Essential: Expert knowledge of English. Expert knowledge of Portuguese.
Desirable:
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 USD 20,648 (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 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: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
- Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
- For information on WHO’s operations please visit: http://www.who.int.
- WHO is committed to workforce diversity.
- 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.
Exmo. Senhores,
Sou Eng. Electrotecnico aposentado, com experiencia em varios sectores de actvidade no ambito da minha formacao e experiencia profissional. Procuro uma ocupacao temporaria, estou disponivel a integrar vossa equipe de colaboradores em qualquer area que for de vosso interesse!
Saudacoes.
Antonio Laice