Finance and Administrative Assistant at World Health Organization

DESCRIPTION OF DUTIES

• The incumbent will perform the following duties:

ADMINISTRATION.

• Provide a full range of secretarial services, ensuring that deadlines are met and correspondence and queries are responded to in a timely manner. Type and edit technical reports, documents and presentations in accordance with WHO style, draft general correspondence on own initiative or upon instructions. Initiate and process different transactions in GSM, including procurement of goods and services. Follows up with concerned parties the receipt of deliverables and finalization of payments;
• Receive, screen and process incoming correspondence and requests, obtain and attach background information and forward to the staff concerned; draw their attention to specific issues/problems as necessary.
• Make necessary arrangements for field visits and duty travel of team members, consultants and visiting missions, follow up on ticket and hotel reservations, security clearances, and process travel requests in GSM.
• Assist in organizing meetings, workshops and training activities, by typing documents and presentations, sending letters to participants, photo copying and preparing files; follow up with logistics units regarding arrangements. Provide secretarial support during meetings.
• In close coordination with the Administration/Finance unit, process all requests related to programme activities, such as procurement of goods and services, DFC, APWs, fellowships, consultants, etc. obtain necessary approvals and initiate action in GSM. Follow up with concerned parties the completion of deliverables and payments.

FINANCE

• Administer the E-Imprest system. Ensure proper compliance with financial procedures, systems and internal controls according to Global Management System (GSM) instructions and WHO rules. Select and enter data from variety of documents, ensure accuracy in calculations and attach necessary supporting invoices or receipts of payments and payment authorizations. Prepare financial tables, special reports and other ad-hoc reports.
• Initiate, verify and process financial transactions and payments for WRO office pertaining to staff and non-staff costs, purchase orders, local purchases, Imprest, DFC's, GES etc, based on authorizations received. Monitor Imprest GL's ensuring accuracy of financial data, adequacy of supporting documents and maintenance of proper accounting records. Reconcile country office cash books and justify any difference in reconciliation; prepare cash counts to reconcile with the cashbooks on a monthly basis.
• Using GSM, monitor aspects of the implementation of programme activities according to the approved country workplan. Follow up on the transfer of program funds and initiate award budgeting in GSM. Monitor awards expiry dates, alert responsible staff, and initiate action for expenditure batches. Review and follow up on encumbrances and unapplied receivable balances, process and monitor revisions of amounts vis-a-vis award distribution by SO/OWER.
• Replace and assist other colleagues in the team and perform other related financial and administrative duties as required.

REQUIRED QUALIFICATIONS

Education

• Essential: Completion of secondary education supplemented by administrative and/or financial/accounting training
• Desirable: University degree in business administration, finance, accounting, commerce, social sciences or related field is an asset.

Experience

• Essential: At least five years' progressive administrative experience; including experience in financial/accounting work.
• Desirable: Relevant experience in the UN system.