Programme Assistant - WHO Immunization Programme at World Health Organization

Purpose of the Position

World Health Organization plans to recruit a Programme Assistant as part of the surge capacity for Outbreak Preparedness. The incumbent shall provide administrative and programme support to the immunization programme and work as a member of the WHO Kenya Country Support Unit (CSU) under the supervision of the Operations Officer.

Objectives of the Program

To eradicate poliomyelitis and reduce morbidity and mortality from other vaccine preventable diseases (VPDs) by providing support to immunization against these diseases and through other interventions where possible with major emphasis on polio eradication.

Duties and responsibilities

As part of the immunization and WCO team, the incumbent will perform a variety of administrative, coordinating and monitoring services to support the immunization programme. The duties and responsibilities in line with rules and regulations and established procedures of the Organization will include the following:

1. Make administrative arrangements for immunization activities including preparation of various committal documents related to procurement of goods and services, arrangements of duty travel in accordance with the approved programme budget;
2. Make arrangements for duty travel of staff including processing Travel Requests and handling travel plans;
3. Inform and remind responsible staff of follow-up dates and deadlines for response or specific action, supplying supporting material as appropriate to ensure that correspondences and queries are responded to in a timely manner;
4. Make administrative arrangements for immunization activities including preparation of various committal documents related to procurement of goods and services, arrangements of duty travel in accordance with the approved programme budget;
5. Provide administrative and secretarial support to organize and run meetings/workshops/seminars i.e. make administrative preparations, including organization of practical local arrangements, advance transport of documents/equipment, hotel reservations, type list of participants, process travel requests, prepare/dispatch letters of invitation, print documents, photocopy and prepare files, prepare identification badges and the necessary documents for WHO security. Take notes at meetings, draft reports and other documentation;
6. Initiate, verify and process financial transactions and payments for WCO related to staff and non-staff costs, purchase orders, local purchases, etc., based on authorizations with the aim to ensure accuracy of financial data, adequacy of supporting documents and maintenance of proper accounting records;
7. Follow-up on financial and budgetary issues, including payments to ensure they are paid on time and are within time prescribed rates;
8. Compile background material for planning, monitoring and evaluation (including mini-review) exercises. Maintain and update the filing of technical documents and correspondence. Create background reference material as appropriate; access and retrieve relevant material;
9. Ensure that all relevant activity documents are prepared, validated and submitted to Finance in a timely, accurate and proactive manner to enable timely processing of participants’ allowances or other entitlements;
10. Arrange for office transport for WHO staff including during duty travel;
11. Participate in the organization of team and departmental meetings;
12. Brief colleagues on general office administrative process. Assist/replace administrative staff in the team and perform other related duties as required;
13. Carry out any other related tasks as may be assigned by the Supervisor or any other delegated authority.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or equivalent complemented by secretarial, commercial or administrative training.

Experience

Essential: Office experience, preferably including some experience in an international organization, and knowledge of its procedures and practices as related to the work:
At least 5 years of relevant practical experience of the above.

Use of language skills
Essential: Expert knowledge of English or French with intermediate knowledge of the other language are required. Intermediate knowledge of another UN language would be an asset.

Skills

Proficiency in the use of standard office software such as MS Word, Excel, Power Point, and standard internet applications.

WHO Competencies

• Knowing and managing yourself
• Producing results
• Moving forward in a changing environment
• Teamwork
• Communication