Programme Assistant Vacancy-Job Ref: JKBIWHO/2504/202373

Programme Assistant Vacancy-Job Ref: JKBIWHO/2504/202373
Bujumbura (Burundi)
JOB DESCRIPTION

OBJECTIVES OF THE PROGRAM
The country team is responsible for promoting technical cooperation, generating interest and coordinating assistance for health development based on global and regional strategies, as well as WHO guidance. This team also contributes to the collection, analysis and dissemination of health information.

DESCRIPTION OF DUTIES
1. Initiate correspondence projects on the orientation of program managers; bring these drafts into their final form in accordance with the WHO and departmental writing guide and check the quality of the language used, compliance with grammar rules and the accuracy of the information presented before submitting any correspondence for approval and the signature of the hierarchy;
2. Organize the administrative preparation of internal and external meetings, including the preparation of business plans in GSM/Oracle, invitation letters, cost estimates and travel authorization requests; assist in the preparation of documents; send materials and liaise with participants and others involved;
3. Analyze correspondence and requests received, highlight incoming documents and attach general information and identify areas requiring action by program managers, drawing attention to important issues. Schedule program administrator meetings based on calendars and needs; maintain minutes of meetings and follow up on matters requiring action to ensure rapid response to WHO requests;
4. Obtain information documents for meetings, seminars, workshops, etc. in which program managers participate, check their availability and ensure that they have adequate files and information documents;
5. Ensure that technical reports and documents comply with WHO standards, rules, practices, procedures and editorial standards and correct them as necessary before submitting the documents for signature by the Representative WHO;
6. Use appropriate tracking tools, monitor and ensure that deadlines and deadlines are met, and that correspondence and requests are analyzed and processed in a timely manner;
7. Use GSM to prepare travel authorization requests for missions carried out by program administrators. Make flight and hotel reservations, prepare travel files and handle other related matters, as requested;
8. Ensure follow-up of all payments due to suppliers
9. Ensure budgetary analyzes and adjustments
10. Control the compliance of budgets relating to funding requests from partners;
11. Verify all financial transactions, reports, DFC, DI, GLOA of the WHO country office to ensure accuracy and compliance with the rules, financial regulations, and operational procedures of the organization
12 Perform other related tasks as required or instructed,including administrative support and support to the WHO Representative’s office.

REQUIRED QUALIFICATIONS
EDUCATION
Essential : a secondary school diploma followed by training in administration.
Desirable : Bac 2 in administration & management.

EXPERIENCE
Essential : at least five years of experience acquired in a renowned public or private institution.
Desirable : Experience in administrative support positions within WHO or any other United Nations agency would be an asset. Experience with Oracle-based systems or another ERP-type system is an asset.

SKILLS
The incumbent of the position will demonstrate professional mastery and update his or her knowledge of the use of modern office automation technologies through internal training, on-the-job training or self-training. He or she must keep abreast of changes in procedures and practices, rules and regulations, and organizational structure within the country office, cluster and WHO as a whole, so that they can be presented and implemented. explain to other staff members.

WHO COMPETENCIES
Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Ensuring the effective use of resources

USE OF LANGUAGE SKILLS
Essential : Expert knowledge of French.
Desirable : Intermediate knowledge of English.

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