Administrative Associate - Budget, Finance & Planning

OBJECTIVES OF THE PROGRAMME

The Special Initiative on Noncommunicable Diseases (NCDs) and Innovation (SNI)supports Member States in their work to free the WHO European Region from avoidable NCDs. SNI recognizes both the urgency for immediate action as well as the need for a visionary paradigm shift that puts NCDs higher on the political and health agendas for future generations. Therefore, SNI takes a dual-track approach, promoting accelerated progress toward the NCD-related SDG commitments for 2030 (RACE to the Finish) while simultaneously championing the key generational shifts required, to address NCDs within the permacrisis (Vision 2050), and achieve a sustainably healthier European Region. SNI's commitment is to support Member States to achieve a healthier population and to close the gap in NCDs including cancer, cardiovascular diseases, chronic respiratory diseases, and diabetes that persist within countries and across the Region. SNIis also charged with fostering Innovation in Public Health across the whole of the work of WHO in the European Region (not just for NCDs). SNI promotes an approach to innovation that is forward thinking and agile, institutionalizing innovation and adjusting to meet the changing needs of a vast region facing demographic, societal and environmental shifts, emergencies, and rapid technological advances. The work under this area includes supporting an ecosystem of innovators in health, matching innovative solutions with stated public health needs in countries, and pushing the envelope in trending areas such as the application of artificial intelligence to public health.

DESCRIPTION OF DUTIES

The purpose of the post is to assist the Regional Adviser for Alcohol, illicit drugs and Prison Health on the implementation of the WHO/EU Evidence into Action Alcohol Project (EVID-ACTION)project, 2022-2026 by providing a wide range of support and coordination for efficient planning, monitoring and analysis of project performance, in the day-to-day financial, human resources related and administrative operations,including updating of the planning budget and finance matters in GSM, ensuring compliance with EU project requirements, as well as a variety of general administrative actions related to the work of the project and the unit.Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:

• Provide support and input on planning, resource allocation and human resources management of the EVID-ACTION project ensuring efficient monitoring.
• Provide administrative support to the operational planning, development of the project and workplan and assist the Regional Adviser and/or team(s) as required along the life-circle of the project. This includes but is not limited to assistance with the maintenance of salary workplans and award management and support to funding allocation.
• Verify obligating documents, cross-checking relevant information available from GSM or other on-line systems, ensuring the availability of funds, updating files, and transferring funds as instructed or as delegated;clearance of obligating documents, checking them for completeness, and following-up on missing elements as required.
• Verify expenditures to comply with work plan, financial rules and regulations and award agreement, in compliance with the EU regulations. Follow-up on financial and budgetary matters, acting as administrative approver within delegated authority, and support in coordinating the mid-term reviews and the end of year of biennium closure exercise for the Unit and the project. Prepare routine and ad hoc financial reports using GSM and other related sources of information. Review budget plans, monitor and analyze project financial performance and support with donor reporting as and when needed.
• Screen and review various contractual materials, issuing PTAEO numbers, earmarking funds, and verifying and clearing payment requests; compile background documents packages, seek for prior clearance where required, and finalize the appropriate contracts for individuals or service providers such as APW's and Consultancy Contracts, and other contingent staff contract modalities as well as Purchase Orders for Goods, working in close collaboration with relevant colleagues to ensure that ordered services are appropriate. Ensure that evaluations of contingent staff/consultants' performance are filed in a central repository.
• Support the Regional Adviser for Alcohol, illicit drugs and Prison Health in coordinating and follow-up on the Unit's HR-administrative issues; ensure proper management of the HR Plan/HR Action Plan within the workplan. Monitor the staffing level of the unit, keeping track of all contract extensions and renewals, checking and ensuring that funds are available for the proposed contracts and ensure that the renewal of contracts for staff are carried out in a timely fashion and the divisional HR plan updated accordingly. Take an active part in the onboarding and briefing of new staff including necessary actions in the GSM. Draft and circulate for approval the necessary paperwork for HRS to take action on staff contractual and other matters.
• Check, obligate and clear purchase requests for services and equipment,working in close collaboration with relevant colleagues to ensure that ordered services are appropriate.
• Draft routine and non-routine correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature; analyze incoming correspondence and requests, researching, obtaining and attaching background information where required, or redirecting them as appropriate,drawing the attention of the supervisor or other senior staff concerned;drawing the Regional Adviser's attention to urgent items and deadlines.
• Assist with the organization of internal meetings, participate and take notes as needed. Contribute to the organization of large-scale, high-level, international meetings relating to the work of the EVID-ACTIONproject and coordinating logistics for off-site meetings.
• Perform other related duties as required or instructed, including providing support to other areas of work as assigned within the general remit of this position.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or equivalent.
Desirable: University Degree in a field relevant to the position. Technical training courses in office and/or management related areas.

Experience

Essential: At least 8 years of relevant experience in administration, finance or office management. Demonstrated experience in EU projects. Experience in Oracle-based or other ERP systems.
Desirable: Relevant experience in WHO or another UN agency. Experience in monitoring of budgets and resource plans.

Skills

Strong organization and office skills, as well as skills in note taking and minutes writing. Strong skills to working dependently, demonstrating strong attention to details and technicalities. Ability to manage large volumes of information and to cross-check information received from different sources. Sound knowledge and skills in using a variety of office and computer packages. Ability to multitask and work under pressure, in a fast-paced environment. Ability to identify and manage one's own emotions, as well as helping others to do the same.

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of English.
Desirable: Intermediate knowledge of French, Russian, German.

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 DKK 369,937 (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: http://www.whed.net/. 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 (

https://www.who.int/careers/diversity-equity-and-inclusion

) 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

reasonableaccommodation@who.int

• 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: http://www.who.int.

• 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 shws@who.int.

• 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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