OBJECTIVES OF THE PROGRAMME
The main responsibility of the Department of Administration and Finance is to provide support to the Regional Office and offices of the WHO Representatives in 11 Member Countries of the South-East Asia Region in the areas of human resources, budge and financial management, information and communications technology, administrative services, staff development and learning, security, procurement supplies and equipment for projects, legal advice, staff medical services and staff security.
DESCRIPTION OF DUTIES
Under the direct supervision of the Director, Administration and Finance, the incumbent carries out the following duties:
- Review incoming correspondence to identify appropriate action and office to which action should be assigned; ensure all correspondence is tracked appropriately and is submitted to DAF as appropriate for information or decision with completed documentation and reference to e-manual provisions/policies, as applicable.
- Review correspondence prepared for DAF signature to ensure accuracy of the communication, proper grammar, spelling and format, and proper routing of the document for advance clearances. This also entails a careful review of all outgoing correspondence to ensure that the addresses are accurate, the signatures are complete, and that follow-up is taken when action is requested.
- Review of the e-memos and exceptional approvals received for DAF's review, track the routings, maintain follow-ups and respond to any queries from WCOs or RO budget centers.
- Review the weekly Arrival and Departure information for DAF department.
- Lead the annual collection of Declaration of interest forms from all relevant staff throughout the Region, following up as necessary to ensure 100% compliance with this reporting requirement, provide updates to HQ on status of the Region's compliance in this regard.
- Coordinate the logistics for monthly staff meeting in consultation with RDO, ICT, BM and WCOs.
- Provide guidance and training to the administrative support staff throughout the DAF units on communication etiquette and standards, routing of documents for clearances and approvals, key policies etc.
- With the other DAF support staff, answer and screen telephone calls, receive visitors, arrange appointment, and maintain with DAF calendar. Ensure that DAF has all necessary background and supporting documents in advance of his/her meetings.
- Act as a focal point in updating the DAF intranet and web service portal with regard to DAF operations, in coordination with ICT. Review the manual provisions, Information Circulars related to DAF area.
- Provide Administrative support to DAF and act as a Focal point for all the issues related to DPR Korea requiring UN Sanctions clearance.
Collaborate with NPO/DAF on the Programme Budget matters:
- Review of the encumbrances and coordination with the DAF teams on the encumbrances, review of un-invoiced receipts and closure of encumbrances through relevant GSM rights, including liaising with GSC.
- Regular review and monitoring of the DAF Activity workplan in terms of budget and funds.
- Coordinate and collaborate with NPO, DAF Office in the administrative matters related to the Regional Committee meetings (including Steering committee), Administrative Officer meetings (including virtual) and any other DAF Department related events.
- Maintain follow-up and documentation of the Action points for the Administrative officer meetings.
- Maintain a central database of all DAF Department actions arising from various meetings, tracking the status and ensuring data is updated regularly. Prepare reports, and analysis from this database, as needed. Perform any other related duties, as assigned.
- Essential: Completion of Secondary school education.
- Desirable: Training in administrative and secretarial practices. University degree would be an asset.
- Essential: At least 10 years' progressively responsible experience in administrative positions, preferably in WHO.
Through Knowledge of SEARO office procedures and practices, good knowledge of rules and procedures of Regional Committees, relevant bodies and its documentation, good knowledge of organizational structure and functions of administrative and technical sub-units and preferably HQ/Administrative units. Ability to work under pressure, draft clear and concise correspondence, reports, information circulars, memos and minutes. Computer skills and knowledge of software programmes. Understanding of importance of confidentiality in managing DAF Office communications, and ability to maintain such confidentiality, is essential.
- Respecting and promoting individual and cultural differences
- Producing results
- Knowing and managing yourself
Use of Language Skills
Essential: Expert knowledge of English.