As Administrative Assistant for Logistics and Finance, the incumbent will ensure the smooth flow of work as related to logistics and Finance activities in Zanzibar, coordinating actions on receipt of medical equipment, supplies, logistics, ensuring safe storage, handing over to the Ministry of Health (MOH) and following up and report on distribution of the WHO donations and assist the Finance and Administration Clerk (FAC) in the day to day financial management, disburse and reporting in collaboration with other support staff in the team and in consultation and guidance from the Zanzibar Liaison Officer and WHO Operations Officer.
Country Office Support Units have been established in the organisational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.
Organizational context (Describe the individual role of the incumbent within the team, the guidance and supervision received, and training or briefing provided to others)
Under the daily supervision and guidance of the Zanzibar Liaison Officer and in close collaboration with the Operations Officer of the country office, the Administrative Assistant will provide enabling support to the sub-office and to the team In the areas of logistics and finance.
Work is assigned with general or specific instructions and performed in accordance with WHO e-Manual, financial rules, regulations and procedures and asset management policy. The incumbent should seek clarification from the originator and/or guidance from the supervisor. His/her work must follow instructions, procedures, and regulations of WHO finance and asset management. The incumbent will supporton financial matters, and facilitate receipt, organize handing over and proper record and distribution of donations from WHO.
The incumbent is required to provide briefing to MOH officials and staff on WHO financial and administrative procedures and practices, asset management and on other specific procedures related to logistics and finance as required.
(Describe what the incumbent must do to achieve main objectives)
Under the daily supervision and guidance of the Zanzibar Liaison Officer and in close collaboration with the Operations Officer, the incumbent provides support in the following areas;
Describe the core, management and leadership competencies required - See WHO competency model - list in order of priority, commencing with the most important ones
*Describe the essential knowledge and the skills specific to the position.
The incumbent must have a logistics and finance educational background and working experience in the same field. The incumbent maintains and updates proficiency in the use of modern office technology through of in-house courses, on-the-job training, or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief others and explain procedures.
Essential: - Completion of diploma/degree or equivalent technical or commercial education.
Desirable: - Training in Accounting, Administration and/or in Management and logistics field is desirable.
Essential: - At least 5 years of relevant experience.
Desirable: - Experience in administrative support and logistics positions in WHO or another UN agency an asset. Experience in excel, Oracle-based or other ERP systems an asset
English: Read: Expert Knowledge
Write: Expert Knowledge
Speak: Expert Knowledge
Swahili: Read: Expert Knowledge
Write: Expert Knowledge
Speak: Expert Knowledge
Other Considerations (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.)
Work requires the use of word processing, excel or other software packages, and standard office equipment. Formal or self-training in the use of standard office software. Training in Oracle-based or other ERP systems an asset. Work requires the use of word processing facilities to create, edit, format and print correspondence and documents; spreadsheet and visual presentation software; extensive use of e-mail and scheduling software to improve communications both internally and externally, Oracle/GSM for administrative matters.
TIMELINE AND REPORTING
Duration
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