Programme and Operations Assistant - (2101474)
Grade: No grade
Contractual Arrangement: Special Services Agreement (SSA)
Contract Duration (Years, Months, Days): 1 year
Job Posting: Apr 9, 2021, 12:54:04 PM
Closing Date: Apr 30, 2021, 4:59:00 AM
Primary Location: Indonesia-Jayapura
Organization: SE_INO WR Office, Indonesia
Schedule: Full-time
*IMPORTANT NOTICE: *Please note that the deadline for receipt of
applications indicated above reflects your personal device's system
settings.
...
*OBJECTIVES OF THE PROGRAMME:*
WHO is the specialized agency of the United Nations with objectives to
promote health, keep the world safe and serve the vulnerable. The WHO
Indonesia Country Office directs and coordinates the authority for health
by supporting the Indonesian Government in the formulation, implementation
and evaluation of national health policies, strategies and plans, setting
norms and standards, improving knowledge dissemination and management,
monitoring country health situation and building sustainable institutional
capacity. The Country Office continually improves its administrative
efficiency in managing financial and human resources in a results-oriented
and transparent manner. This is crucial for the organization to deliver
appropriate technical assistance to the Government. The objective of the
Programme is to deliver WHO core functions at the country level, with
particular focus of the Organization's directing and coordinating role for
international work. Within this framework, activities include support to
the Government in the formulation, implementation and evaluation of
national health policies, strategies and plans, and development and
management of WHO technical cooperation programmes at the country level.
The immediate objective is to provide efficient operational and logistic
support to teams ensuring full compliance with organizational strategic
plans, policies, procedures and guidelines and standards of performance,
ethics and integrity.
*SUMMARY OF ASSIGNED DUTIES:*
Under the direct supervision of Administrative Officer (AO) and general
guidance of the Respective Technical Officer, the incumbent provides
variety of administrative and logistic support to ensure the efficient
daily running of the office as follows:
1. Provide support to Managers and teams to ensure compliance with
organizational, procedures, rules and regulations on administrative and
financial matters.
2. Oversee and monitor the information flow of the Unit/Team, screening,
sorting, analyzing and identifying areas requiring action by the team
lead/team members.
3. Draft general or administrative correspondence on own initiative or
based on instructions; finalize correspondence/reports for
signature/clearance.
4. Create and maintain filing systems; continuous review of filing
system to ensure information is up to date and effectively and efficiently
used.
5. Prepare all necessary documentations, do quality administrative
checks before approval, upload all relevant documents in the system.
6. Coordinate compilation of technical documents to ensure they are
logically compiled, formatted and assembled to facilitate the work of the
Team/Unit.
7. Ensure the implementation processes are followed and financial
reports are completed at the end of each activity.
8. 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.
9. Arrange and coordinate administrative preparation for meetings,
seminars, workshops, including: preparing event plans in system, letters of
invitation, cost estimates and travel requests; assisting with preparation
of documents; dispatching of materials and liaising with participants and
others involved.
10. Prepare travel requests for official WHO travels, make flight and
hotel reservations, prepare travel files and deal with other related
matters as requested or on own initiative.
11. Perform other related duties and responsibilities as required and
assigned by supervisor and senior management
EDUCATIONAL QUALIFICATIONS, EXPERIENCE, ETC.
Competencies:
1. Teamwork
2. Respecting and promoting individual and cultural differences
3. Communication
4. Producing results
5. Moving forward in a changing environment
Functional Knowledge and Skills:
1. Strong analytical skills and highly goal oriented
2. Knowledge of UN/ Public Sector financial and administrative
regulations
3. Excellent writing and communication skills;
4. Ability to work independently and in team setting
5. Ability to work in harmony with national/international staff of WHO
and Ministry of Health
6. Ability to prepare good presentations and draft high-quality reports
and official documents
Education Qualifications:
Essential:
Bachelor’s degree in area of Administration, Management, Finance, Project
Management or equivalent from a recognized university.
Desirable:
Master’s degree in Business Administration, Management, Project Management
or equivalent.
Experience:
Essential:
At least three (3) years of solid experience in the field of general
administration, project management, event management, travel or related.
Desirable:
- Five (5) years of relevant experience in the field of general
administration, project management, event management, travel or related
- Working experience in International organization or private company
- Candidates from Papua are strongly encouraged to apply
Languages:
Expert knowledge of written and spoken English and native language skills
in Bahasa Indonesia.
Other Skills (e.g. IT):
Work is performed in a normal working environment.
Extensive computer skills including the specialized software; proficient in
the use of Microsoft Office applications, ability to work in a
multicultural environment; Excellent organizational and interpersonal
skills; ability to work unsupervised.
*Programme and Operations Assistant, SSA, Level 4. *In accordance with WHO
Salary Scale for SSA support function at Level 4 (From IDR 12,566,600 to
19,547,933 per month).
*LATE APPLICATIONS WILL NOT BE ACCEPTED*
*Note:*
1. The applicants should submit one copy of WHO Personal History Form
(PHF) available on
https://www.who.int/hac/about/personal_history_form.pdf?ua=1 and provide *a
Brief Summary* giving details of relevant work experience and
qualifications. Vacancy Notice number should be mentioned on the
application and separate applications are required for more than one
vacancy.
2. Applications should be submitted electronically by email to:
seinorecruitment@xxxxxxx stating in the subject the vacancy number and
title of the position. For information on WHO's operations please visit:
http://www.searo.who.int/indonesia
3. A written test may be used as a form of screening for the
short-listed applicants. The performance in the written test will decide on
the applicant's eligibility to appear in the interview.* WHO does not
cover any expenses related to participation in tests and/or interviews.*
4. Only candidates under serious consideration will be contacted.
5. WHO is committed to workforce diversity.
6. WHO has a smoke-free environment and does not recruit smokers or
users of any form of tobacco.
7. Only applications from nationals of INDONESIA will be accepted.
Applicants who are not nationals of INDONESIA will not be considered.
8. Candidates from Papua are strongly encouraged to apply
