JOB OPPORTUNITY
Administrative and Finance Assistant (Roster) – (2201589)
Grade: No grade
Contractual Arrangement: Special Services Agreement (SSA)
Contract Duration (Years, Months, Days): Till 31 Dec 2022 (Extendable depending upon performance and availability of the fund)
Job Posting: Mar 10, 2022, 12:41:50 AM
Closing Date: Mar 24, 2022, 4:59:00 PM
Primary Location: Nepal
Organization: SE_NEP WR Office, Nepal
Schedule: Full-time
IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.
The World Health Organization (WHO), Nepal invites applications from qualified and experience Nepalese citizens for the position of Administrative and Finance Assistant.
Objective of the position:
The purpose of the position is to provide administrative and financial support to Field Offices (FO) of the WHO Immunization preventable Disease (WHO-IPD) program. The incumbent will report to the WHO-IPD Surveillance Medical Officer (SMOs) and facilitate prompt and reliable communication between WHO-IPD FO and WHO-IPD main office (MO) in Kathmandu. All activities must be carried out in line with WHO administrative and financial guidelines.
DESCRIPTION OF DUTIES (TOR)
Under the direct supervision of the designated Surveillance Medical Officer (SMO) and overall supervision of Medical Officer (MO-EPI) & Team lead IPD, the incumbent performs following duties:
1) Administrative and general office support:
a) Maintain prompt and reliable communication between IPD FO and IPD Central unit and the relevant government Public Health Offices linked to the IPD FO through both electronic and conventional paper based communications.
b) Procure office supplies as necessary and maintain an updated inventory of all office assets.
c) Maintain all personnel records as per administration and financial guidelines.
d) Ensure that records of vehicle movement are properly maintained and all expenditure (fuel, repairing and maintenance) are recorded.
e) Ensure that all office equipment is rationally used and take steps to prevent any potential misuse of the same.
f) To ensure Minimum Operating Security Standards (MOSS) is strictly adhered to.
g) As per need, support emergency response as determined by Team Lead IPD
2) Financial functions:
a) Cash book: Maintain daily updated IPD FO Cash book with all proper supporting documents. At the end of the month, submit monthly cash book with all supporting documents including bank statement and bank reconciliation statement, cash replenishment request etc. to IPD central office by submission deadlines.
b) Monitor and maintain approved and sufficient cash limits in office and take necessary precautions to ensure physical security of petty cash and cheque book.
c) Organize timely payment of all bills for goods and services procured by FO, in line with administration and financial guidelines.
d) Prepare annual workshop budget in collaboration with SMO and IPD Finance team.
e) Submit Travel Claims of SMO / AFA / Drivers on a timely manner.
3) Support in technical functions:
a) Facilitate, support collecting reports from different surveillance reporting units as well as other activities (e.g. Immunization related) as necessary and as directed by SMO
b) Receive and, where advised by SMO, coordinate collection of biological specimens for vaccine preventable diseases surveillance with proper labelling and dispatch to IPD MO as per protocol.
c) Keep track of surveillance and immunization support activities and linked payments and support logistics for training workshops as necessary.
d) Support SMO in reporting of VPD surveillance and Immunization Data.
4) General:
a) At all times maintain excellent professional working relationship with Govt. counterparts, surveillance network and other stakeholders.
b) Maintain office in proper manner / maintain asset as per WHO guideline.
c) Any other tasks as assigned by the Supervisors.
REQUIRED QUALIFICATIONS
Education:
Essential: Completion of higher secondary school education or equivalent.
Desirable:
1) University degree would be an asset
2) Training certificates and /or courses in secretarial / administrative skills / finance
3) Training in data analysis software would be an asset.
4) Additional qualifications in administration and finance would be an asset
Experience:
Essential: Two years’ experience in secretarial, clerical, administration and finance or similar functions
Desirable:
1) Experience of working with UN and NGO or INGO would be an asset
2) Demonstrated experience in office correspondence would be an asset.
Functional Skill and knowledge:
• Through knowledge of modern office procedures and practices; the incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structure.
• Ability to handle work in a timely and accurate manner with tack and discretion, as required.
• Ability to maintain and update knowledge in the use of office technology through in-house courses, or-the-job training and/or self-training.
• Knowledge of the key health security risks; situations, needs, and priorities in all-hazards public health emergency preparedness, and response.
• Ability to generate options, decide, prioritize, execute and multi-task under pressure.
• Ability to effectively work with government, development partners and collaborating agencies.
• Technical expertise: Overall attitude at work is also required mandatory competencies.
• Good writing skills in English, including the ability to write clear and concise reports and proposal.
• Work independently with minimum guidance and support.
Other Skills:
Proficiency in Microsoft Office: word processors, spreadsheets and other data processing, presentation programmes, Outlook and send out calendar invites, knowledge of data processing programmes and fluent in English and Nepali typing would be an asset.
WHO Competencies:
• Producing Results
• Teamwork
• Communication in credible and effective way
• Respecting and promoting individuals and cultural differences
Language: Excellent knowledge of written and spoken language skills in English and Nepali
REMUNERATION:
Monthly Salary: (Net of tax) NPR 81,066.00 (Grade: SSA Level IV) at single rate (taxable as per Nepal Government laws and functional modality will be through Special Services Agreement)
Duty Station: Any of the WHO-IPD Field Offices
Additional Information:
- This Vacancy Notice may be used to fill similar positions at the same level.
- Only candidates under serious consideration will be contacted.
- A written test and interviews will be used as a form of screening
- WHO is committed to workforce diversity.
- 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 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.
- 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.
- For information on WHO’s operations please visit: http://www.who.int.
- 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.
- Qualified female candidates are encouraged to apply.
To apply for this job please visit careers.who.int.
