Admin & Finance Associate

Mission and objectives

The WHO Country Office in Ukraine was established in 1994 to support the country’s sustainable health development. The WHO team in Ukraine consists of around 50 professionals who provide technical expertise and build national capacity on health-related matters. The priorities for the Country Office are set out in the biennial collaborative agreement between WHO/Europe and Ukraine. The Office implements the agreement in close collaboration with national institutions and international partner agencies.

Context

WHO’s primary role is to direct and coordinate international health within the United Nations system. WHO’s main areas of work are health systems; health through the life-course; noncommunicable and communicable diseases; preparedness, surveillance and response; and corporate services.

Task description

In the context of the WHO Health Emergencies incident management system, at the country level: The incumbent reports directly to the administrative officer. The position contributes to both financial and administrative operations in the implementation of programmes. Within the delegated authority, the incumbent is assigned all or part of the following responsibilities: 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. Monitoring compliance, reporting and analysis • Assist with verifying accuracy, consistency and integrity of financial data and information for donor and other reporting purposes including but not limited to budget cost estimates in proposed agreements and proposals; • Reviewing financial and budgetary transactions for compliance and within delegated authority of the position holder; • Keeping delegations of authority up to date; • Reviewing budget and cost variances and reconciling differences within budget ceiling allocations, planned costs and funding gaps. Meeting Administration • Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including letters of invitation, costs calculation and travelrequests; assisting with preparation of documents, dispatching of materials and liaising with participants and others involved; • Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions; • Schedule weekly team and ad hoc meetings, according to schedules and need; taking and preparation of minutes; • Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team’s professional staff, checking their availabilityand ensuring they have the appropriate briefing files and documents. Travel • Using GSM/Oracle, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative. 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. • Performs all other related duties as assigned.

Eligibility criteria

Age

27 – 80

Nationality

Candidate must be a national or legal resident of the country of assignment.

Requirements

Required experience

3 years of experience in administrative and finance matters is required; • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems and ERP financials, preferably PeopleSoft; • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems; • Excellent and demonstrated communication, consultation, negotiation and writing skills; • Proven organizational, financial, inventory and budgetary skills as well as familiarity with financial and technical rules, regulations and procedures relevant to budgets management and implementation.